Accounts Payable-Purchasing Coordinator

Hours: 7:30 a.m. - 4:30 p.m. Monday thru Friday with a 1 hour lunch per day

Summary:

Job Objective: Serves as the corporation’s Accounts Payable/Purchasing Coordinator. Assists the Corporation Treasurer with the processing of authorized transactions in reference to accounts payable and purchasing. Responsible for conducting themselves in an appropriate manner by setting an example for others by reflecting the SMCSC Vision and Mission.

Minimum Qualifications:

• High School diploma or GED.
• Training and experience with accounting procedures and data processing systems.
• Bookkeeping/Accounting skills or equivalent work experience is desirable. Ability to compute mathematical data accurately
• Multi-tasking ability, attention to detail, organized, flexible and the ability to work well with others.
• Knowledgeable in the use of office equipment/software applications that supports job functions.
• Proficient in office protocol.
• Navigates complex issues with confidentiality and excellent judgement. .
• Support corporation decisions and direction relative to matters of policy and administrative directives.

Essential Functions:

The following are typical work responsibilities. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Obtains vendor price quotes. Analyzes comparative data. Keeps up-to-date with vendor products/prices to ensure a competitive buying market is maintained.
• Verifies that all requests to purchase are properly authorized before processing. Assigns account numbers as directed by Corporation Treasurer or Business Manager.
• Prepares purchase orders as directed and processes requests and distributes purchase orders in a timely manner. Monitors all open purchase orders.
• Prepares accounts payable vouchers weekly to ensure timely payments of invoices and monthly billings.
• Reconciles monthly credit card statements to ensure prompt payments.
• Maintains office postage meter and stays up to date with US postage information. Also, delivers the daily office mail to the post office at the end of each day.
• Covers the front office receptionist area during lunch and leaves.
• Maintains a vendor tax identification file (W-9’s) and E-Verifications.
• Maintains 1099-MICS/1099-NEC files. Process and submit to the IRS at the end of each calendar year.
• Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records.
• Organizes and stores office supplies. Maintains an inventory control system. Monitors and reorders supplies to maintain reliable service levels.
• Takes initiative to perform tasks independently.
• Cross-trains with other support staff as directed. Offers assistance when needed.
• Upholds corporation policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.
• Other duties as assigned by the Corporation Treasurer.

Abilities Required:

The following characteristics and skills are important for the successful performance of assigned duties.

• Models professional conduct. Maintains a professional appearance. Wears work attire appropriate for the position.
• Acknowledges personal accountability for decisions and conduct.
• Anticipates time constraints. Manages tasks efficiently to meet deadlines with limited supervision.
• Demonstrates professionalism and contributes to a positive work environment.
• Effectively uses active listening, observation, reading, verbal, nonverbal and writing skills.
• Exhibits consistency, resourcefulness and resilience.
• Interprets information accurately and initiates effective responses.
• Maintains an acceptable attendance record and is punctual.
• Maintains accurate records and submits required paperwork on time.
• Reacts productively to interruptions and changing conditions.
• Uses diplomacy and exercises self-control when dealing with other individuals.

Working Conditions:

To promote safety, employees are expected to exercise caution and comply with safety regulations and corporation policies/procedures when involved in the following situations, conditions.

• Balancing, bending, crouching, kneeling, reaching and standing.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Lifting, carrying, and moving work-related supplies/equipment.
• Duties may require performing repetitive tasks quickly.
• Duties may require working under time constraints to meet deadlines.
• Prolonged use of computer, keyboard, mouse, and monitor.

Performance Evaluation:

Job performance is evaluated according to policy provisions and contractual agreements adopted by SMCSC.

apply at smcsc.com