Overview
Position: Accounts Payable Specialist
Classification: Full-Time, Non-Exempt
Reports to: Director, Finance and Accounting
Date: June 2026
This role supports accurate and timely financial operations through invoice and expense report processing, complex reconciliations, vendor and payment management, employee reimbursement administration, and audit and reporting support. The position requires close collaboration with internal teams, education providers, vendors, and other stakeholders to resolve discrepancies, maintain documentation, ensure proper coding and compliance, and uphold strong internal controls. The role is fully remote with required travel twice per year for in-person meetings.
Responsibilities
Accounts Payable & Reconciliation
- Manage accounts payable email inbox and track all AP invoices promptly.
- Utilize Bill.com and Sage/Intacct accounting systems.
- Set up and maintain vendor records accurately, including payment methods, tax codes, and 1099 classifications.
- Maintain W-9 documentation and assist with 1099 processing.
- Process AP invoices through Bill.com and Sage Intacct, ensuring proper approvals, GL coding, and documentation.
- Track contracts and monitor invoice amounts against contract terms for non-education provider invoices; communicate discrepancies promptly.
- Perform complex reconciliations for education provider invoices against internal scholar data; participate in tuition calculation training.
- Identify and resolve discrepancies by communicating with internal and external stakeholders.
- Ensure synchronization of AP records between Bill.com and Sage Intacct.
- Participate in meetings and provide training on invoicing processes to education providers.
Employee Reimbursements
- Manage employee credit cards, including ordering and issuing.
- Oversee employee reimbursements, including expense coding and approval tracking.
- Train new employees on reimbursement processes and credit card usage during onboarding.
Reporting, Audit & Support
- Assist with financial reporting and ensure compliance with federal, state, and local regulations.
- Support annual audits and resolve related issues.
- Provide backup support for accounts receivable billing as needed.
- Perform other duties supporting organizational goals.
Qualifications
- Experience with Sage, Bill.com, Intacct, or similar accounting systems.
- Working knowledge of GAAP.
- Proficiency in Microsoft Office, especially Excel; strong reconciliation and data management skills.
- Nonprofit accounting experience preferred but not required.
- Strong attention to detail, organizational, analytical, and problem-solving skills.
- Ability to work independently in a 100% remote environment and collaborate effectively with a team.
- Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
- Proactive, self-motivated, and able to take initiative with minimal supervision.
- Strong communication and follow-up skills with a professional and flexible approach.
- High integrity, confidentiality, and commitment to accuracy and quality.
- Solid time management skills, reliability, and punctuality.
Education: Bachelor’s degree in a relevant field or equivalent work experience. Minimum 3+ years of accounts payable experience.
Supervisory Responsibility: None.
Work Environment and Physical Demands
- Fully remote position.
- Required travel twice per year to attend in-person meetings and conferences.
- Ability to sit, stand, and type for extended periods.
- Occasional irregular hours including after hours and weekends may be required.
- Reasonable accommodations available for individuals with disabilities.
Compensation & Benefits
- Platinum Tier Medical Plans (PPO, HMO, HDP) fully paid.
- Comprehensive dental and vision coverage fully paid.
- Life and AD&D insurance, long and short-term disability, and employee assistance program fully covered.
- 401(k) Traditional and Roth Safe Harbor Plans with 100% match up to 4% of employee contributions; immediate vesting.
- Flexible Spending Accounts including FSA, HSA, and Limited FSA.
- Voluntary ancillary benefits for hospital stays, critical illness, accidents, legal services, identity theft protection, and pet care.
- Reimbursements for mobile phone, internet, and gym memberships.
- Wellness programs and career growth opportunities.
Equal Opportunity
The organization is an equal opportunity employer committed to providing equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.