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Temporary Purchasing & Accounts Payable Clerk Specialist

Cambridge Public Schools
Cambridge, MA, US
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Position : Temporary Clerk Specialist (40 hours per week/12 months)
Available October 2022 through no later than March 2023
Purchasing/Accounts Payable Department

Job Summary :
The Cambridge Public Schools (CPS) is a diverse urban school district enrolling approximately 7,000 students in grades kindergarten through high school. The district has twelve elementary schools, four upper schools, and one comprehensive high school, which includes a school of technical arts.

The Purchasing & Accounts Payable Department is responsible for procurement and payment of equipment, supplies, materials, and services needed for all schools district-wide in accordance with Massachusetts municipal finance and procurement laws, as well as City of Cambridge/CPS policies. The department processes approximately 10,000 purchase orders annually.

Under the direction and supervision of the Manager of Purchasing & Accounts Payable, the Purchasing & Accounts Payable Specialist is responsible for assisting School Department staff with the purchase of goods, services and equipment; and processing vendor payments in compliance with the School and City procurement regulations. The Purchasing & Accounts Payable Department supports the mission of Cambridge Public Schools by providing excellent customer service to school based and other district staff. The Purchasing & Accounts Payable Specialist must be able to deal tactfully and effectively with school district personnel and vendors. This position requires a familiarity with public procurement principles and practices.

Key Responsibilities:
  • Review Requisitions and Request for Consulting or Professional Services Contracts for the purpose of ensuring proper use of district funds in the acquisition of supplies, equipment and/or services
  • Prepare and monitor vendor contracts to ensure timely delivery of goods and services
  • Process purchasing forms such as requisitions, purchase orders and change order forms; verify appropriateness of budget codes
  • Process new vendor requests and revisions; obtain proper documentation to establish new vendors; complete vendor file forms and submit to the City Purchasing Department
  • Obtain and review data from a wide variety of sources (e.g. vendors, staff, public agencies, financial system, etc.) for the purpose of expenditure analysis to ensure compliance of procurement purchasing policies and procedures
  • Maintain purchasing information, files and records (purchase orders, vendor files, etc.) ensure the availability of documentation
  • Prepare and process accounts payable forms; work collaboratively with schools, departments and City of Cambridge to ensure the timely payment of invoices
  • Maintain accounts payable information, files and records in both electronic and paper filing systems
  • Work collaboratively with School and City Departments to promote and distribute clarification of established policies and regulatory guidelines
  • Provide timely, courteous response to vendor and district personnel requests for information
  • Perform other duties as assigned
The incoming Purchasing/Accounts Payable Clerk Specialist will possess many, though perhaps not all, of the following characteristics and qualifications:
Requires a general understanding of accounting practices and principles; familiarity and knowledge of PeopleSoft Financial System is preferred; experience using query tools to access information for reporting, i.e. Access, Crystal, spreadsheets preferred; demonstrated experience working with computers using email, word processing and electronic spreadsheets; must have strong math skills and attention to detail; good customer service and telephone communication skills; ability to work independently and prioritize tasks to meet department deadlines.

Cambridge Public Schools is committed to slowing and/or stopping the spread of COVID-19. Therefore, as a condition of employment with Cambridge Public Schools, all new hires will be required to be fully vaccinated for COVID-19 no later than their first day of work. Written requests for either a religious exemption from this requirement based on sincerely held religious beliefs, or for a medical exemption based upon clear documentation from a medical provider should be submitted to the attention of the Chief Talent Officer.

Terms of Employment:
Temporary full time position (12 months/year, 40 hours/week).

How to Join Our Team:
Please upload a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position and stating how you heard about this opportunity.

At the Cambridge Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, we welcome and encourage applicants to bring their authentic selves when considering employment opportunities within our school district.
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