Position Title: Accounts Payable Coordinator Reports To: Executive Director of Finance and Operations Department/School: Board of Education Bargaining Unit: BFEP Hourly Wages: $35.12 - $40.08 hourly Work year: Full Year (12 months)

Position Summary: The Accounts Payable Coordinator, under general supervision, performs specialized financial duties for the district within the established accounting policies of the organization, to process and maintain vendor transactions and accounting records. Respond to employee questions relating to accounts payable processes. Provide financial and administrative support in the processing of authorized financial obligations while ensuring timely processing of accounts payable and related Business Office reporting requirements. Maintains associated vendor and invoice files. Monitors records of amounts owed and ensures prompt payment of invoices featuring discounts advantageous to the organization. Verify and process invoices, code expenses, prepare vouchers, and issue checks for payment. Recommend changes in methods or procedures to improve the efficiency of the accounts payable unit.

Essential Duties and Responsibilities: This section is intended to describe general nature and level of work being performed by incumbent. This is not an exhaustive list of all duties and responsibilities that may be assigned. Bloomfield Public Schools reserves the right to amend and change responsibilities to meet educational and organizational goals.

Plan, organize, and establish priorities within the work assignment.
Organize process and maintain purchase order payment documentation and vendor remittance data.
Receive and review purchase orders, invoices and related information for proper account coding, mathematical accuracy, vendor designation, correct prices and discounts, authorized signatures and other pertinent information.
Gather backup information and documentation and process invoices for travel payments/reimbursements, purchase orders, direct payments, utilities, cellular phones and construction projects.
Responsible for processing payment of authorized invoices within time frame allotted by district policy and insuring that all available discounts are obtained; verify and distribute checks and file copies.
Enter transaction information including vendors, encumbrances, account adjustments, payments and related information into system.
Maintain, running account of line – item expenditure and report variations to the supervisor.
Communicate and work directly with buyers and administrators to ensure funds are transferred to appropriate purchase orders for invoice payment.
Analyze monthly vendor statements and maintain frequent contact with vendors to ensure accounts are current.
Analyze reports for accuracy in account/invoice/payment information.
Analyze and resolve discrepancies that occur with vendor accounts related to orders, payments, etc.
Interact with vendors to assure timely or emergency deliveries.
Ascertain with the department and school personnel, the timely and safe delivery of orders.
Follow up on delayed or overdue deliveries.
Execute stop payment of checks and/or procedures as necessary.
Verify vendor data contained in daily, weekly, and monthly and year-end reports for accuracy and detail.
Maintain files of paid and unpaid invoices and purchase orders.
Assist with annual audit.
Issue 1099s to vendors.
Respond to expenditure questions from various District employees.
Prepare information in response to ad hoc requests for payment histories.
Track accounts on a long-term basis.
Submit monthly e-rate funding requests.
Perform annual disposal of accounts payable records according to the CT State Library policies.
Responsible for overseeing all additions/deletes of fixed assets.
Approves all online orders for School Specialty, WB Mason, Staples and places all Amazon online orders for the district.
Prepares monthly/yearly journal entries.
Enters requisitions for Magnet School Tuitions, Kelly Services, etc. for the district.
Handles inventory of office supplies (copy paper, toner, pencils, 1099's, w2s, checks, envelopes etc.) for the Operations Office.
Prepares tax certificates for vendors (Cert-134) and maintains files for all W-9's.

Qualifications/Competencies Required: The incumbent must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the skill, knowledge and/or abilities required. * Education and/or Experience:

Associates degree in related field.
Five (5) years of experience in related field.
Experience with financial accounting systems including Munis and ADS Profund, Excel and QuickBooks.

Certifications/Licenses/Registrations Required:

None

Other Skills and Abilities:

Ability to:
- Read and interpret documents and procedure manuals.
- Identify and resolve problems in a timely manner, gathers and analyzed information skillfully.
- Write routine reports and correspondence.
- Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
- Manage difficult client/customer situations, responds promptly to customer needs, and meets commitments.
- Communicate clearly and courteously, both orally and in writing.
- Demonstrate accuracy and thoroughness, monitor own work to ensure quality.
- Meet productivity standards and completes work in a timely manner.
- Adapt to frequent change in the work environment, manage competing demands, and deal with delays or unexpected events.
- Perform duties with awareness of all district requirements and Board of Education policies.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. *

Regularly required to move from location to another location.
Ability to file correspondence ranging in height from 1" to 48" from the floor.
Ability to carry, move and put away supplies and equipment weighing up to 10 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.*

Work is performed in a normal office setting. The noise level in the environment is usually moderate.
Continuous interaction with the public and with staff members in and outside the department.
Frequently required to meet multiple demands from different people/departments.

Benefits are offered in this position. Equal Opportunity Employer