1.0 FTE Accounts Payable Administrator

SUTTON PUBLIC SCHOOLS; Sutton (MA); On-site; USD 48,000 - 55,000; Full time

Job summary

Sutton Public Schools is seeking a 1.0 FTE Accounts Payable Administrator in Sutton, Massachusetts. The role reports to the Business Manager and requires handling vendor payments, AP reconciliations, and documentation across a school district context.

Responsibilities include safeguarding invoices, compliance with purchasing standards, and collaboration with school leadership. A Bachelor's in Accounting or related field is preferred, with proficiency in MS Office, Google Suite, and MUNIS

Qualifications

• Bachelor's Degree in Accounting or related field is preferred.
• Experience in accounts payable and government or school district accounting preferred.
• Knowledge of MS Office, Google Suite, and willingness to learn new software.

Responsibilities

• Processes all vendor payments by verifying invoices, goods receipt, completeness of orders, and PO closure.
• Verifies invoices against school purchasing standards and regulations.
• Reconciles AP transactions and prepares journal entries as needed.
• Researches and resolves vendor issues.
• Obtains W-9s and assigns new vendor numbers as required.
• Maintains files for invoices and supporting documentation.
• Files and redacts paid invoices.
• Processes and posts vendor credit memos.
• Communicates with Treasurer's office regarding uncashed checks.
• Maintains various spreadsheets and databases for AP data.
• Processes employee reimbursement forms.
• Contacts vendors for services and coordination.
• Supports Transportation, Food Service, and Extensions Directors as needed.

Skills

Microsoft Office

Google Suite

Analytical skills

Confidentiality

Communication skills

Teamwork

Education

Bachelor's degree in Accounting or related field

MUNIS knowledge/experience

Tools

MUNIS

Job description

1.0 FTE Accounts Payable Administrator

Sutton Public Schools Sutton Public Schools - Sutton, Massachusetts Open in Google Maps

Job Details

Job ID: 5963707

Application Deadline: Posted until filled

Posted: Oct 19, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

POSITION TITLE: Accounts Payable Administrator

REPORTS TO: Business Manager

SUMMARY: Processes all vendor payments, ensuring accuracy, completeness of the order, receipt of goods and/or services, and the timely payment of invoices.

PRIMARY RESPONSIBILITIES

• 1. Processes all vendor payments by verifying accuracy of invoices, receipt of goods and/or services, completeness of the order, and closure of the Purchase Order when completed.
• 2. Verifies appropriateness of invoices in relation to School Department, Town and State purchasing standards and regulations.
• 3. Reconciles Accounts Payable transactions and prepares journal entries as needed.
• 4. Researches and resolves problems with vendors.
• 5. Obtains W9s and assigns new vendor numbers as required.
• 6. Maintains files for pending invoices, paid invoices, account information, and supporting documentation.
• 7. Copies, redacts confidential information, and files paid invoices in an organized manner.
• 8. Processes and posts credit memos from vendors.
• 9. Verifies status of uncashed vendor payment checks and processes voided checks, as required, by communicating with the Treasurer's office.
• 10. Creates, updates, and maintains a variety of spreadsheets and database files as needed to track pertinent accounting information.
• 11. Processes, sends, and files employee reimbursement forms.
• 12. Contacts vendors and places maintenance service calls for Central Office, including water deliveries, shredding services, photocopy repairs, etc.
• 13. Provides support to the Transportation Coordinator, Food Service Director, and Sutton Extensions Director as needed.
• 14. Reviews accuracy of weekly payroll information input by the Payroll Coordinator - as needed.
• 15. Performs other duties as assigned by the Superintendent and/or the Business Manager.

SKILLS AND ABILITIES

• Bachelor's Degree in Accounting or related field is preferred.
• Experience in all aspects of accounts receivable, particularly in a school district, municipality, or other governmental entity is preferred.
• Possess a thorough knowledge of and familiarity with modern office technology, electronic equipment, and software applications and operations.
• Proficiency in the use of Microsoft Office (Word, Access, Excel, and PowerPoint), Google Suite, and willing to learn new software programs as needed.
• Experience using MUNIS is preferred.
• Demonstrates strong analytical skills.
• High level of professionalism and the ability to maintain confidentiality.
• Excellent verbal and written communication skills.
• A high degree of organizational and time management skills. Ability to prioritize, multi-task, and handle diverse tasks.
• Ability to understand written procedures and understand complex, multi-step written and oral instructions.
• Ability to work independently and as part of a team required.
• Ability to take initiative, exercise sound judgment, and make decisions within the scope of his/her authority.
• Attend professional development as directed.
• Ability to relate in a positive manner with members of the public, parents, staff, and students.
• Support the overall school mission, vision, and policies and procedures.

QUALIFICATIONS

• 1. Bachelor's Degree in Accounting or related field is preferred.
• 2. Such alternatives to the above qualifications as the Sutton School Committee finds appropriate and acceptable
• 3. Knowledge and experience with MUNIS financial software
• 4. Experience in all aspects of accounts receivable, particularly in a school district, municipality, or other governmental entity is preferred.

COMPENSATION: $48,000.00 - $55,000.00

PHYSICAL DEMANDS

The employee must be able to remain stationary for extended periods and occasionally move throughout the school building as needed. Regular use of hands for typing, handling objects, and operating tools is required, along with sufficient grip strength for various tasks. The role involves frequent use of a computer and standard office equipment such as a calculator, copier, and printer. The employee must be able to enter data, read from screens, and review handwritten or printed materials, with or without visual aids. Clear and effective communication with students, parents, and colleagues - both in person and over the phone is essential. Strong visual and auditory awareness is necessary to ensure student safety and provide meaningful feedback.

WORK ENVIRONMENT

The employee will be working in a normal school environment with an acceptable level of noise. The employee interacts with students, parents, and other staff members. The employee is directly responsible for the safety, well-being, and work output of students. While the majority of the workday is spent inside, the employee must spend time outdoors for fire drills and/or special activities.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

Position Type: Full-time

Job Categories:

Support Staff > Accounting/Bookkeeping

Job Requirements

• At least 3 year(s) of relevant experience preferred.
• Bachelor degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Harrison McKinlay , Business Manager
• 383 Boston Road
• Sutton, Massachusetts 01590
• Phone: [phone]
• Email: [e-mail]