Accounts Payable Head Clerk

ACCOUNTS PAYABLE HEAD CLERK
(HEAD CLERK)

Position Purpose:
The purpose of this position is to perform complex office duties under the general direction of a head administrative office manager or an administrative employee. Work requires initiative and independent judgment in the application of prescribed policies procedures and methods.

Essential Functions:

(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.)

- Provides customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required
- Performs all general clerical duties including but not limited to word processing making copies filing data entry answering the telephone opening and delivering mail etc. Maintains records and files; drafts correspondence; schedules and maintains appointments
- Reviews and audits all A/P batches for compliance with School Committee policy and statutory requirements
- Monitors and provides need for corrective action to departments that are purchasing prior to an approved purchase order being issued to a supervisor
- Maintains department related data gathers information and insures the timely preparation and coordination of a variety of reports
- Prepare all necessary administrative documents to ensure the timely and accurate processing of the Departments business functions including but not limited to requisitions receiving invoices budget transfers supporting documentation etc.
- Maintain internal control system for monitoring ordering and distributing materials and office supplies; tracks the department budget
- Creates spreadsheets to track recurring expenses and to maintain multiple accounts to a single vendor. This includes monthly P-Card statements budget modifications purchase order modifications and other batch entry tasks.
- Performs similar or related work as required

Supervision:
Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative particularly in situations not clearly defined by precedent or established procedures. Provides training and support to users of MUNIS and to the process and procedures of the department.

Independent Action: Works under general supervision following department rules regulations and policies requiring the ability to plan and perform operations and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to the supervisor.

Supervisory Responsibility: May supervise up to 10 other clerical staff or students doing similar work; assigns tasks and monitors progress but does not participate in hiring firing or disciplining staff.

Work Environment:
- Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment with frequent interruptions.
- Operates computer printer telephone copier facsimile machine and all other standard office equipment
- Makes frequent contact with school department staff. May have contact with the public students parents vendors and outside agencies and organizations.

- Employee may have access to departmental confidential information.

- Errors could result in delay or loss of service.

Recommended Minimum Qualifications:

Education Training and Experience:
High school education and two to three years of clerical experience or any equivalent combination of education training and experience.

Knowledge Ability and Skill:

Knowledge: Thorough knowledge of office procedures practices and terminology; thorough knowledge of departmental operations; familiarity with accounting principles and procedures; knowledge of the operation of computer software applications

Ability: Ability to communicate effectively and tactfully with staff students and the public; ability to compose correspondence; ability to prioritize and complete multiple tasks at one time with frequent interruptions; analytical ability; must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing database spreadsheet and other software as required by the position.

Skill: Excellent customer service skills; strong organizational skills; skill in all of the above listed tools and equipment

Physical Requirements:
- 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job the employee is frequently required to sit communicate or hear; occasionally required to walk must be able to handle or feel objects tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 15 pounds. Vision and hearing at or correctable to normal ranges. - This position requires the ability to operate a keyboard and calculator at efficient speed.
- The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community.

The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

This is a 12 month Grade 8 position.

Hourly Rate Range: $38.42/hr - $42.82