General Duties: Under the direct supervision of the Finance Director, the Accounts Payable/Accounts Receivable Secretary will be responsible to process and complete payments to vendors, monitor receivables, receive payments, and process, verify, and reconcile invoices daily; Meet weekly (or as needed) with Finance Director to maintain open communication regarding department activities; Maintain general ledger accounts listing to include adding new Organization/Object codes into Munis system. Teach/advise new employees regarding the Munis system and assist in trouble shooting; Pull supporting documentation in support of financial statement and other audits. Responsibilities: Requisitions/Purchase Orders: Create purchase requisitions for the Business Office; Maintain requisitions in Munis for all departments; Update requisitions as needed after being released; Convert requisitions to purchase orders after completion of the approval process; Print, save, scan and send purchase orders to appropriate departments; Work closely with department administrators at end of fiscal year to close purchase orders; Initiate all requisitions for the expenditure of grant funds; Enter new vendor information into Munis; contact vendors for W9s; Send vendor tax-exempt certificates. Accounts Payable Processing: Print, scan, and electronically file invoices received; Email invoices to department heads for initial approval and Finance Director for final approval; Approve all invoices $3,000 and under; Prepare invoice batches by matching to purchase orders; Create AP Batch spreadsheets needed to reconcile each AP batch; Enter invoices into Munis; Process batches, save reports, mail checks; Email Finance Director and Town Accountant the totals for the weeks batches; Work with the Food Services Director to process Cafeteria payables monthly; Purchasing: Maintain and control school credit card accounts (Walmart, Lowes, Home Depot); Call credit card vendors to delete or add members.
Complete credit applications for Finance Directors signature as needed.Vendor Statements: Review vendor statements for accuracy; Contact vendors for missing invoices. 1099 Reporting: Complete 1099 reporting in January for the previous calendar year. Electronically file to the IRS; mail copies to vendors. Monthly Budget Reports: Create and distribute monthly budget reports for each department.
Accounts Receivable: Create and distribute invoices as necessary; Track receivables and follow-up on late payments. Deposits: Create deposit spreadsheet each week for all receipts for Finance Directors signature. Monthly Readiness Reports: Pull income/expense reports for School Readiness program; Send reports to School Readiness Coordinator. Annual Budget: Assist Finance Director in first phase of budget process; Create budget forms, send to department administrators, collect forms, edit, and maintain in excel-ready format to continue the next phase of the budget process

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