PRINCIPAL CLERK - ACCOUNTS PAYABLE

Young World Physical Education

Westfield (MA)

On-site

USD 27,552 - 42,705

Full time

14 days+

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Job summary

Westfield Public Schools District is seeking a Principal Clerk for Accounts Payable in Westfield, Massachusetts. This full-time role requires proficiency in MUNIS, Excel, and MS Word. The ideal candidate will manage purchase orders and invoices while ensuring compliance with school and state procedures. Applicants should possess excellent communication skills and a strong understanding of procurement processes related to Massachusetts law. The position offers a salary of $20 to $31 per hour, depending on experience, and works under the School Business Administrator.

Qualifications

Must be proficient in current software/database, especially MUNIS.
A background in school-related procedures is preferred.
Understanding of Massachusetts General Laws regarding procurement is essential.

Responsibilities

Assist the School Business Administrator with necessary tasks.
Process purchase orders and invoices accurately and in a timely manner.
Maintain invoice and purchase order files for each site.

Skills

Proficient in MUNIS

Data processing

Excellent communication skills

Knowledge of procurement process

Education

Experience in office procedures

Tools

Excel

MS Word

Job description

PRINCIPAL CLERK - ACCOUNTS PAYABLE

Westfield Public Schools District - Westfield, Massachusetts. Open in Google Maps

Job Details

Job ID: 5441735
Application Deadline: Posted until filled
Re-Posted: Dec 01, 2025 12:00 AM (UTC)
Starting Date: Jan 2, 2026

Job Description

JOB GOAL: To assist the School Business Administrator with tasks necessary for the efficient operation of the school district.

Performance Responsibilities

PURCHASE ORDERS:
- Work with all staff to complete the ordering process and resolve problems.
- Report discrepancies to School Business Administrator.
- Enter requisitions.
- Convert requisitions to Purchase Orders.
- Send purchase orders to vendors and departments.
- Assume duties of other Account Payable staff when needed.
- Print and monitor open purchase order reports.
INVOICES:
- Review and prepare invoices.
- Match invoices to purchases and enter into the financial software system.
- Post all invoices and liquidate purchase orders to create preliminary warrant.
- Understand city contracts, check pricing and terms when creating invoices.
- Work directly with vendors to obtain prices, information on contracts, and resolve discrepancies.
- Process, audit, and track all employee expense vouchers, and vendor statements and accounts.
- Prepare weekly warrants and work directly with City auditor’s office to ensure accurate invoice creation, clarify purchases and resolve issues.
- Work with outside auditors.
INTER-DEPARTMENT CHARGES:
- Review/process payments for department heads/principals when needed.
- Resolve discrepancies, balance reports.
- Process and keep records of expended transfers.
GENERAL DUTIES:
- Maintain accurate invoice and purchase order files for each site/department.
- Review and process invoices.
- Responsible for effectively researching, tracking and resolving accounting problems and discrepancies.
- Answer and provide documentation for inquiries from employees, vendors and the City Auditor's office.
- Act as business office liaison with assigned schools/departments.
- Knowledge of spreadsheet software, MUNIS, and MS Word, Excel and Outlook.
- General office duties.
- Any other duties as assigned by the School Business Administrator or his/her designee.
Also responsible for “Position Descriptors.”

Reports To

School Business Administrator

Terms of Employment

The salary and terms of employment shall be commensurate with the AFSCME 346 collective bargaining agreement.

Evaluation: Performance on this job will be evaluated in accordance with provisions of the Westfield School Committee’s policy on evaluation.

Position Type: Full-time
Salary: $20 to $31 Per Hour
Job Categories: Support Staff > Accounting/Bookkeeping

Job Requirements

QUALIFICATIONS:
- Proficient in current software/database. Extensive data processing and technical skills using MUNIS, Excel and MS Word.
- Excellent telephone and interpersonal communication skills.
- Experience in office procedures; background, and knowledge of school department related procedures preferred.
- Knowledge of procurement process as it pertains to Massachusetts General Laws.
ASSESSMENT AREAS: Customer Service; Mathematical Skills: Google Sheets; Google Documents; and Google Calendar
ADDITIONAL REQUIREMENTS:
Work is generally conducted within office building with occasional traveling to external sites. Position involves sitting and the ability to travel from one place to another within the office. This position involves sedentary and light work with regular lifting of up to 10 pounds and occasional lifting of as much as 30 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones and other office equipment. Regular attendance is an essential function of this job.
Citizenship, residency or work visa required
Westfield Public Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Application Questions

1. Please explain how your past personal and professional experience make you a quality candidate for the position for which you are applying. Short Essay (Answer limited to 600 characters, including spaces)

Contact Information