Fiscal Administrative Assistant – Accounts Payable

Bridgewater-Raynham Regional School District

Job Location:

Bridgewater, NJ - USA

Monthly Salary: Not Disclosed

Posted on: 8 hours ago

Vacancies: 1 Vacancy

Department:

Administration

Job Summary

The Fiscal Administrative Assistant specializes in Accounts Payable and
financial record-keeping. This role ensures the integrity of the districts financial
transactions by maintaining rigorous internal controls adhering to Massachusetts
procurement regulations and providing high-level support within the Business
Services department.

ESSENTIAL DUTIES

Financial Operations and Accounts Payable

Full-Cycle AP: Execute the end-to-end accounts payable process including processing purchase orders verifying invoices and managing the bi-monthly warrant process.
Vendor Management: Maintain and update comprehensive vendor files ensuring all taxdocumentation and contact information are current.
Encumbrance Oversight: Monitor and update encumbrances to ensure budget accuracy; enter requisitions for district-wide utility and service bills as required.
Dispute Resolution: Review statements and invoices for accuracy; proactively resolve payment discrepancies or billing issues with vendors.
Auditand Internal Controls: Maintain an organized system for procurement records bidding documents and vendor contracts. Support the internal control system for department-specific budgets and supply distribution.

Communication and Support

Stakeholder Liaison: Act as the primary point of contact for financial correspondence; follow up with department heads regarding outstanding purchase orders.
System Training: Provide internal School ERP Pro training and technical support to district staff to ensure software compliance and efficiency.

Other Duties

Reporting: Prepare monthly financial reports for review with the Director of Business Services.
Fiscal Cycle Management: Lead quarterly reviews of aging purchase orders and execute End of Year (EOY) rollover procedures.
Tax Compliance: Oversee the preparation and filing of annual 1099s.
Audit Preparation: Assemble and organize financial documentation for the annual external audit.
Account Reconciliation: Perform regular reconciliation of accounts to ensure general ledger integrity.

Qualifications:

Technical Expertise: Proficiency in School ERP Pro (IVision) or similar; Microsoft Office Suite (Excel Word Outlook).
Regulatory Knowledge: Strong working knowledge of GAAP (Generally Accepted Accounting Principles) and Massachusetts procurement regulations (M.G.L. c. 30B).
Experience: Over 3-years proven experience in full-cycle Accounts Payable processing.
Previous experience in Public School setting preferred

Professional Expectations

Perform detailed financial tasks with a high degree of accuracy and efficiency.
Maintain a collaborative team-oriented approach when working with colleagues and district leadership.

This position is part of the American Federation of State and County & Municipal Employees bargaining unit.

Required Experience:

Junior IC

The Fiscal Administrative Assistant specializes in Accounts Payable andfinancial record-keeping. This role ensures the integrity of the districts financialtransactions by maintaining rigorous internal controls adhering to Massachusettsprocurement regulations and providing high-level support within t...