Purchasing and Accounts Payable Coordinator at Cumberland County Technical Education Center

REPORTS TO:  School Business Administrator

NATURE AND SCOPE OF JOB: To coordinate district-wide purchasing and accounts payable activities.

QUALIFICATIONS:

The Purchasing and Accounts Payable Coordinator shall:

1. Have a High School Diploma or equivalent certificate.


2. Have a minimum of five years Administrative Office Experience in a public school district. 


3. Have experience conducting data management and analysis operations.


4. Have familiarity with data operations between diverse data management systems and databases.


5. Possess strong verbal and written communication skills.


6. Have working knowledge of data management tools and information systems including Systems3000.


7. Possess advanced organizational and time management skills with the ability to prioritize work assignments.


8. Demonstrate the ability to use current district technological platforms, Google Education Suite, data management platforms, visual and audio presentations, and telecommunications.


9. Demonstrate the ability to use automated office equipment for word processing, data management, information retrieval, visual and audio presentations, check printing/signing and telecommunications. 


10. Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary. 


11. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I-9 in compliance with the Immigration Reform and Control Act of 1986.


12. Provide evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education, or, during the initial six month period provide a sworn statement that there have not been any convictions of a crime or a disorderly persons offense in accordance with 18A:6-7.1.


13. Provide information that includes current/former employers within the last twenty (20) years in which the employment involved direct contact with children ; a written authorization that consents to current and former employers disclosing certain information; and a written statement as to whether the applicant has any employment history regarding child abuse and/or sexual misconduct in accordance with N.J.S.A.18A:6-7.6.


14. Provide evidence that health is adequate to fulfill the job functions and responsibilities with reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with N.J.A.C. 6:3-4A.4.


15. Pass the State required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6:3-4A.4.


16. Meet such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable. 

VERIFICATION OF COMPETENCY:

1. District Application, resume and references. 


2. Required documentation outlined in the qualifications above. 


3. Applicable transcripts. 

EMPLOYMENT TERMS:

The Purchasing and Accounts Payable Coordinator shall be employed under the following terms:

1. Work year of twelve months.


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


3. Conditions established by all laws and codes of the State and all policies, rules, and regulations established by the Board of Education (N.J.S.A. 18A:27-4 et seq.).

JOB FUNCTIONS AND RESPONSIBILITIES:

The Purchasing and Accounts Payable Coordinator shall:

1. Assist the Business Administrator with the establishment of new vendor accounts including preparation and submission of all necessary paperwork.  


2. Verify all new vendor documentation and enter into Systems3000.


3. 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.


4. 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.


5. Maintain vendor lists for state contracts and discounts for supplies and equipment.


6. Select products for purchase by analyzing cost and quality of items in conjunction with department heads.


7. Confer with vendors to obtain product or service information such as price, availability, and delivery schedule.


8. Determine method of procurement such as direct purchase, bid, quotation, state contract or NJSA 18A:18A 5e- 10 percent below state contract.


9. Review and approve requisitions for compliance with all applicable contract laws and Board policy. 


10. Supervise and coordinate the efficient workflow relative to the accounts payable and purchasing process.


11. Control and record all requisitions, purchase orders, bills for payment, and all related reports.


12. Prepare all district purchase orders and vouchers ensuring compliance with local public contract law and distribute to vendors once approved by the Business Administrator.


13. 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.


14. Communicate with Administration and support staff regarding needs and concerns with their supplies and equipment.


15. Prepare and provide a monthly bills list to the Business Administrator for approval. 


16. Pay invoices and prepare and mail checks as approved by the Business Administrator and the Board of Education.


17. 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.


18. 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.


19. Assist with the yearly audit by obtaining information requested by the auditors.


20. Support the Board of Education and administration’s philosophy, goals and objectives for the district, the school, and its departments.


21. Cooperate effectively with all staff through proper usage of verbal and written communication and available office technology.


22. Serve as a Notary for all school-related documents


23. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines. 


24. 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.


25. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, school regulations and procedures, and contractual obligations. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

1. Use strength to lift items needed to perform the functions of the job.


2. Sit, stand and walk for required periods of time.


3. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.


4. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.


5. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls.

ENVIRONMENTAL DEMANDS:

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.

1.  Exposure to a variety of childhood and adult diseases and illnesses.


2. Occasional exposure to a variety of weather conditions.


3.  Exposure to heated/air conditioned and ventilated and non-air conditioned facilities.


4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.


5.  Function in a workplace that is usually moderately quiet but that can be noisy at times.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of Non-Certified staff for the Employment Conditions and Benefits for Non-Bargaining Unit Employees.