Purchasing and Accounts Payable Coordinator

Cumberland County Technical Education Center - Vineland, NJ

Full-time

Vineland, NJ

Educational Services

About the position

The Purchasing and Accounts Payable Coordinator plays a crucial role in coordinating district-wide purchasing and accounts payable activities. This position requires a high level of organization and attention to detail, as the coordinator will be responsible for establishing new vendor accounts, verifying documentation, and maintaining comprehensive files of approved vendors. The coordinator will also be tasked with preparing and submitting 1099 reports, soliciting quotations to obtain the best prices, and ensuring compliance with local public contract laws and Board policies. The role involves significant interaction with vendors, department heads, and administration to ensure that the purchasing process runs smoothly and efficiently. In addition to purchasing responsibilities, the coordinator will oversee the accounts payable process, which includes controlling and recording requisitions, purchase orders, and bills for payment. The coordinator will prepare district purchase orders and vouchers, confirm delivery of goods and services, and maintain accurate records of all transactions. This position requires strong communication skills, as the coordinator will need to effectively convey information and address concerns regarding supplies and equipment with various stakeholders. The Purchasing and Accounts Payable Coordinator must also adhere to New Jersey school law and Board of Education policies, ensuring that all actions taken are within legal confines. The role may involve performing additional duties as assigned by the Superintendent or assigned supervisor, contributing to the overall goals and objectives of the district. The position demands a proactive approach to problem-solving and a commitment to maintaining confidentiality and professionalism in all interactions.

Responsibilities

• Assist the Business Administrator with the establishment of new vendor accounts including preparation and submission of all necessary paperwork.
• Verify all new vendor documentation and enter into Systems3000.
• Create and maintain a comprehensive file of all approved vendors and their corresponding documents including W-9, NJBRC, Certificate of Liability Insurance, NJ Pay to Play, contracts, etc.
• Verify vendor 1099 data and confirm 1099 recipients.
• Prepare and submit 1099 reports at year end.
• Solicit quotations in order to obtain the best prices.
• Maintain vendor lists for state contracts and discounts for supplies and equipment.
• Select products for purchase by analyzing cost and quality of items in conjunction with department heads.
• Confer with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Determine method of procurement such as direct purchase, bid, quotation, state contract or NJSA 18A:18A 5e- 10 percent below state contract.
• Review and approve requisitions for compliance with all applicable contract laws and Board policy.
• Supervise and coordinate the efficient workflow relative to the accounts payable and purchasing process.
• Control and record all requisitions, purchase orders, bills for payment, and all related reports.
• Prepare all district purchase orders and vouchers ensuring compliance with local public contract law and distribute to vendors once approved by the Business Administrator.
• Confirm delivery of all goods and execution of all services for which a purchase order was issued and prepare invoices for payment in accordance with New Jersey statutes and Board policy.
• Communicate with Administration and support staff regarding needs and concerns with their supplies and equipment.
• Prepare and provide a monthly bills list to the Business Administrator for approval.
• Pay invoices and prepare and mail checks as approved by the Business Administrator and the Board of Education.
• Maintain files of all required paperwork and documentation for each purchase including procurement records such as items or services purchased, cost, delivery, product quality, or performance and inventories.
• Review the open invoice and purchase order report on a regular basis for the validity of the invoice or purchase order.
• Recommend payment, closing, or finalization.
• Assist with the yearly audit by obtaining information requested by the auditors.
• Support the Board of Education and administration's philosophy, goals and objectives for the district, the school, and its departments.
• Cooperate effectively with all staff through proper usage of verbal and written communication and available office technology.
• Serve as a Notary for all school-related documents.
• Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
• Perform any duties that are within the scope of employment and certifications, as assigned by the Superintendent or assigned supervisor, and not otherwise prohibited by law or regulation.

Requirements

• High School Diploma or equivalent certificate.
• Minimum of five years Administrative Office Experience in a public school district.
• Experience conducting data management and analysis operations.
• Familiarity with data operations between diverse data management systems and databases.
• Strong verbal and written communication skills.
• Working knowledge of data management tools and information systems including Systems3000.
• Advanced organizational and time management skills with the ability to prioritize work assignments.
• Ability to use current district technological platforms, Google Education Suite, data management platforms, visual and audio presentations, and telecommunications.
• Ability to use automated office equipment for word processing, data management, information retrieval, visual and audio presentations, check printing/signing and telecommunications.
• Ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
• Proof of U.S. citizenship or legal resident alien status by completing Federal Form I-9.
• Evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education.
• Information regarding current/former employers within the last twenty years involving direct contact with children.
• Evidence that health is adequate to fulfill the job functions and responsibilities with reasonable accommodation.
• Pass the State required Mantoux Intradermal Tuberculin Test.

Benefits

• Salary or hourly wage, benefits, and leave time as specified in the Employment Conditions and Benefits for Non-Bargaining Unit Employees.