AP Assistant Purchasing Agent I

Position Type:
Finance

Date Posted:
12/4/2023

Location:
Madison County Central Office

Date Available:
01/08/2024

Closing Date:
02/29/2024 Please email resume to .

Job Title: AP Assistant Purchasing Agent I
Work Days: 230 (12-months)
Reports To: Finance Director
FLSA Status: Non-Exempt

JOB SUMMARY
This essential position provides general accountant support to the business office.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

1. Review bills and prepare vouchers for all utilities, phone, copiers, postage accounts, attorneys, etc. as due to be approved by Finance Director for payment.
2. Maintain spreadsheet on utility costs per location; updating as bills are paid.
3. Serve as primary purchasing agent over construction projects, copier purchases and copier maintenance agreements:
   1. Process all RFP actions, as applicable,
   2. Process purchase order for construction projects,
   3. Maintain constructions spreadsheets,
   4. Ensure invoices are received and paid monthly as applicable, and
   5. Monitor project from beginning to end ensuring district satisfaction.
4. Maintain spreadsheet and reconcile invoices for Madison County Sheriff, City of Madison Police and City of Ridgeland Police
5. Serve as primary representative for the UMB travel credit card:
   1. Defines internal controls and written process over the UMB travel credit card,
   2. Provides training regarding the UMB travel credit card internal controls and process,
   3. Reconciles the credit card statement each month and ensures the balance due is paid within 30 days of the statement.
   4. Ensures proper individuals are assigned a credit card in compliance with written district procedures, and
   5. Performs periodic test of controls as noted in written procedures.
6. Serve as the point of contact for Wal-Mart and Sam's credit card:
   1. Ensures cards are assigned to proper individuals,
   2. Defines internal controls and maintains written procedures, and
   3. Provides training and tests internal controls as noted in written procedures.
7. Review all AP statement reconciliations monthly. Reconciliations are performed by the AP Specialists.
8. Serve as back-up to AP Assistant Purchasing Agent II.
9. Participate in staff development training and maintain training documents.
10. Understand and enforce district policies and procedures.
11. Assist to ensure proper retention of AP files in accordance with district policy.
12. Assist office staff with regular duties.
13. Answer telephone or e-mail inquiries and directs to appropriate staff member.
14. Professionally represent the school and the District in interactions with parents, community, staff, and students.
15. Comply with applicable District, state, local and federal laws, rules and regulations.
16. Attend work regularly and punctually: 8-4:30pm Monday through Friday.

KNOWLEDGE, SKILLS AND ABILITIES

• Associate degree or greater in accounting, business, finance field required
• NIGP/UPPCC certified or in pursuit of preferred
• Prior experience in accounting for education entities is preferred
  • Must exhibit knowledge with the MDE financial handbook accounting requirements
• Analytical reasoning and problem solving skills
• Decision making and organizational skills
• Communication skills (verbal and written)
• Technological literacy - Computers, 10-key calculator, moderate skill in excel is a must
• Time management skills
• Leadership and teamwork skills
• Positive attitude with the ability to learn
• Dependable, self-motivated (proactive)
• Ensures the job is done and done well, (complete and timely) without supervision