Accounts Payable Specialist

Job Description

Job Description

Description:

Job Title: Accounts Payable Specialist

Position Type: Non-faculty, Staff, Non-exempt, Full-time

Typical Hours: Monday - Friday 7:30am-4pm

Reports to: Director of Business Operations

Salary Range: $28.00-$32.00/hour

Benefits: Medical, Dental, Vision, Retirement, Employee Assistance Program, Discounted School Lunches, Costco Membership Reimbursement, Passport Discount Program, Professional Development, Needs Based Tuition Assistance

Location: Redmond, WA

Your Role.
The Bear Creek School is seeking an Accounts Payable Specialist to join our Business Office team. This role plays an important part in supporting the financial health and operational excellence of the school by ensuring invoices, reimbursements, vendor payments, purchasing records, and related accounting processes are handled accurately and efficiently. The ideal candidate is highly organized, detail oriented, and committed to maintaining accurate financial records while providing excellent service to employees, families, and vendors. As a member of The Bear Creek School, you belong to a vibrant Preschool through Grade 12 community fully committed to the mission of our school.

Why you should work at The Bear Creek School.
Bear Creek is a vibrant, mission driven community where faculty and staff are deeply invested in both student growth and one another. The school offers a supportive, collaborative environment where every team member plays a meaningful role in advancing the school's mission and daily operations. Rooted in a Christian classical tradition, Bear Creek provides a purposeful and enriching workplace where your contributions help steward resources, support educational excellence, and serve the broader school community. Joining Bear Creek means becoming part of a caring community that values integrity, professionalism, strong relationships, and a commitment to excellence in all we do. 

Essential Duties and Responsibilities

• Process and verify vendor invoices, employee reimbursements, and payment requests.
• Review supporting documentation for completeness, accuracy, and proper approvals.
• Facilitate timely vendor payments through checks, ACH, and other approved payment methods.
• Request and maintain vendor W-9 forms and related documentation.
• Resolve invoice discrepancies and communicate with vendors regarding payment inquiries.
• Issue purchase orders, purchase order amendments, and stop-payment requests as needed.
• Administer school-issued credit cards and maintain cardholder records.
• Review and reconcile credit card expenditures.
• Ensure compliance with school purchasing policies and documentation requirements.
• Monitor outstanding transactions and follow up on missing receipts or approvals.
• Reconcile vendor statements and accounts payable records monthly.
• Assist with maintaining accounting records and supporting documentation.
• Upload, verify, and confirm payments and related transactions.
• Scan and digitize accounts payable documents in accordance with record retention requirements.
• Enter and maintain fixed asset records and supporting documentation.
• Calculate and report sales and use tax based on applicable invoices.
• Assist with annual filing of IRS Form 1099s for qualifying vendors.
• Support required state and regulatory filings, including Secretary of State reporting requirements. 
• Maintain accurate records for audit and compliance purposes.
• Prepare schedules, reports, and supporting documentation for annual audits.
• Assist the Director of Business Operations with financial audits and other accounting projects.
• Support continuous improvement of business office processes and internal controls.
• Maintain confidentiality of employee, student, family, and financial information.
• Assist with special projects and other duties assigned by the Director of Business Operations.
• Support a collaborative and service-oriented culture within the school community.

Supervisory Responsibilities

• None

Requirements:

• High school diploma required
• Associate's or Bachelor's degree in Accounting, Business Administration, Finance, or related field preferred.
• Minimum of two years of accounts payable, bookkeeping, or accounting experience required.
• Hold CPR/AED/First Aid certification (with epinephrine autoinjector supplement) or obtain certification within 90 days of employment start date
• Experience with nonprofit or independent school accounting preferred.
• Currently authorized to work in the United States for any employer (sponsorship is not available for this position)

Critical Performance Competencies

• Supports the mission, vision, and values of The Bear Creek School.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Excellent organizational and record-keeping skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel, Word, Outlook, and accounting software systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while contributing effectively to a collaborative team environment.
• Demonstrated customer service mindset when working with employees, families, and vendors.
• Demonstrates integrity, professionalism, and accountability.
• Communicates truthfully, positively, and purposefully.
• Adapts effectively to changing priorities and organizational needs.
• Works collaboratively and respectfully with colleagues and stakeholders.
• Maintains confidentiality and security of sensitive information.
• Conducts all activities in a manner consistent with biblical standards and school expectations.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times 
• Work in a climate-controlled office with travel outdoors between buildings
• Ability to perform work in a typical office environment

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