Accounts Payable Specialist

POSITION OVERVIEW 

The Accounts Payable Specialist is fully responsible for all accounts payable for the school. Responsible for reimbursing all employees for out of pocket expenses.  Coordinating/assisting and making travel arrangements for professional development for all groups in the school. 

PRIMARY DUTIES & RESPONSIBILITIES 

• Receive and process all check requests and purchase orders for approval

  • Send back all approved purchase orders to appropriate requesters for purchasing

  • Match approved purchase orders with invoices

• Enter invoices into accounting software to generate checks for payment

• Ensure payment to specific vendors with ACH process via Accounting Software in a timely manner

• Print checks – collate and prepare for signatures

• Sort, distribute,  and/or mail all checks out to people and vendors

• Assist all employees with Professional Development registration and travel payments

• Assist all employees with credit card purchases, as needed

• Reimburse all staff for out of pocket expenses

• Ensure communication from all vendors 

• Collect W9 and Certificates of Insurance for all vendors working on campus

• Prepare all referee checks for all athletic events

• File, accurately label box, and store all payable documents every fiscal year 

SECONDARY DUTIES & RESPONSIBILITIES 

• Annually run reports, adjust and run W-9 Misc income forms  

• Prepare and file government tax forms 1099M and 1099NEC annually

• On the 15 – 30 of each month – Payroll for all International host families

• Once a month, reconcile, and post the American Express and Amazon bills

• Process all Camp purchase orders and book purchase orders, prepare all checks for camp field trips

• Responsible for all payables for all school rental properties 

QUALIFICATIONS/EDUCATION/EXPERIENCE 

• Demonstrated experience with automated Accounts Payable systems

• Conscientious and persistent about performing timely transactions

• Able to work independently and as a team member

• Able to work in a fast-paced environment with set deadlines

• Ability to process a high volume of invoices, code and batch, and enter data into the accounting software

• Comfortable speaking with vendors regarding invoices

• Knowledge of basic accounting principles

SKILLS & ABILITIES 

• Strong verbal & written communication and time management skills

• Ability to multitask & prioritize

• Punctual, meticulous, and reliable

• Courteous manner with the co-workers /vendors/parents

• Ability to work well with others and to assist when a need is seen 

• Proficient in Accounting Software, Excel, Word and other Google environment programs/apps 

• Excellent customer service skills 

• Extremely organized

WORK ENVIRONMENT

• Office

PHYSICAL REQUIREMENTS

• Extended periods of time sitting and/or standing

• Ability to bend, reach, and stoop 

• Long periods of time on the computer and/or phone

• Ability to lift up to 15 pounds

BENEFITS

• 100% free tuition for all employees’ eligible children *

• 50% discount for Summer Education for employees’ eligible children

• Free Day Summer Camp for employees’ eligible children while working over the summer.

• Free early care & after-care for employees’ eligible children while working

• Yearly bonuses 

• 401K with partial employer match after a year of employment

• Health, Dental, and Vision insurance 

• Supplemental Insurance plans available 

• Pet Insurance options

• Short-term & Long-term Disability options

• Life Insurance at no cost to the employee

• Affordable Company housing when available

• Free Continuing Education available

* This benefit is based on space availability and child acceptance to the school.

OTHER

• Seasonal Overtime may be required

• Travel between offices may be required