Administrative Assistant – Finance Department / Accounts Payable

The Administrative Assistant works as the department secretary to the Everett Public Schools Finance Department and assumes primary responsibility of all Accounts Payable functions.

Duties and Responsibilities:
• Maintain, track and pay all invoices in an accurate manner and by required deadlines.
• Work with a sense of urgency to submit Request to Pay notices for approval by the Finance Team and City of Everett’s procurement process; taking a pro-active approach to ensuring all contract invoices and routine payments are processed.
• Handle daily mail (electronically and hard copy).
• Learn the financial software system Softright to enter payment requests, review invoice and payment history, vendor information, etc.
• Create and assemble bill packets for School Committee Approval and for submission to the City Treasurer.
• Create financial bill trackers in Microsoft Excel on an annual basis.
• Assist with preparing documents for fiscal year budgets for the District.
• Provide administrative/secretarial support for the Finance Team.
• Maintain strong working relationships with vendor contacts.
• Other duties as assigned by the senior members of the finance team.

Qualifications:
• High School diploma or equivalent.
• Superior computer skills including Google Suite, Microsoft Excel, and financial software systems.
• Excellent verbal and written communication skills.
• A high degree of organizational skills.
• Ability to prioritize and handle diverse tasks.
• Ability to work independently and as part of a team as circumstances require.
• Ability to take the initiative, exercise sound judgment and make decisions within scope of his/her authority.
• Maintain a high level of confidentiality.
• Experience working in an office environment.
• Three years direct Accounts Payable experience required.

Salary/Wage:
Pursuant to the Everett Public Unit C Administrative Assistant Contract.

Classification:
Full-year (12 months), 100% in-office positions (located at the Everett Public Schools District Office)

The Everett Public Schools, in accordance with its nondiscrimination policies, does not
discriminate in its programs, facilities, or employment or educational opportunities on the
basis of race, color, age, criminal record (inquiries only), disability, homelessness,
sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics
or military status, and does not tolerate any form of retaliation, or bias-based intimidation,
threat or harassment that demeans individuals’ dignity or interferes with their ability to
learn or work.