Accounts Payable (AP) Specialist - Business Office

Business Office: Accounts Payable (AP) Specialist Position Type: This is a full‑time (approximately 30–40hrs weekly), salaried position with benefits. It reports to the school’s Controller, with additional oversight provided by the school’s COFO. Projected Salary Range: $45,000 – $75,000 annualized. Position Description The AP Specialist is responsible for processing and reconciling accounts payable transactions, maintaining vendor records, managing credit card and expense reimbursements, and supporting the department’s financial operations. Duties and Responsibilities Process weekly accounts payable for approximately 40 invoices a week using accounting software and standard organizational procedures to document purchases and assure maximum consistency of the information. Analyze discrepancies with invoices and research information to discover the source of the problem, ensuring all disbursements are correct, and suggest procedure changes to prevent recurrence. Build a positive rapport with vendors to maintain and strengthen future business relationships. Resolve billing and statement discrepancies for accurate accounting. Accurately maintain vendor records including ACH information and track 1099 vendors. Maintain and reconcile prepaid expense accounts on a regular basis. Enter bank and journal entries as needed. Administer credit card utilization for school‑issued cards (using Divvy). Prepare deposits for payments received daily, ensuring proper coding of deposits. Code and track program expenses by department‑level budgets. Provide general administrative support for the department. Act as backup to other Business Office functions (e.g., accounts receivable). Assume additional responsibilities during absences or leave. Support the Field School in optimizing its financial transactions and systems school‑wide. Assist continually in streamlining and improving the accounts payable process. Exercise integrity and confidentiality in financial reporting. Comply with all federal, state, and local financial requirements, and implement process improvements identified by the School’s annual audit. Assist with the annual audit. Perform other duties as assigned. Qualifications and Competencies Associate’s degree (and/or relevant accounting classes); BS/BA preferred. Minimum of 2 years’ experience in accounting, ideally focused on AP. Understanding of basic principles of finance, accounting, and bookkeeping. Superb time management and strong attention to detail. Proficiency in Sage Intacct and Divvy (Bill.com) Expense Management software is strongly preferred. Proficiency in Google Suite, MS Office, and Adobe Acrobat. Strong mathematical skills and proficiency in spreadsheets. Strong IT skills, including cyber‑security awareness and file management best practices. Work Environment All faculty may be asked to perform their duties at home (in the event of remote learning) and/or on campus. In both settings, this role requires maintaining a professional, shared work environment. Practically all faculty are expected to be present and accessible for the entire school day. This position may allow for remote work on a limited basis, estimated at no more than one remote work day per week, with prior approval from the school’s Controller and COFO. Physical Demands This is a primarily desk‑and‑office‑based role that requires sitting for prolonged periods and occasional standing, walking, stair climbing, and moving or rearranging furniture or equipment. Travel Regular travel is not expected in this position. EEO Statement The Field School is committed to building a diverse and equitable faculty. The school does not discriminate based on a person's race, color, sex, gender identity or expression, national origin, age, disability, religion, sexual orientation, marital status, homelessness, or any other ground prohibited by Federal or District of Columbia law. D.C. Pay Transparency Law On Jan.12, 2024, the District of Columbia’s mayor, Muriel Bowser, signed the Wage Transparency Omnibus Amendment Act of 2023 (the Act) into law. The Act requires Washington, D.C. employers to disclose salary or hourly pay ranges and benefits information for open positions starting June 30, 2024. The Act applies to employers of any size and requires that public job listings and positions advertised include the minimum and maximum projected salary or hourly pay for the job that the employer believes in good faith at the time of posting. Internal announcements concerning promotion and transfer opportunities must also include the salary range or hourly pay. Furthermore, information about the existence of healthcare benefits associated with the position must be disclosed to the applicant prior to the first interview. Employers are prohibited from screening or discriminating against applicants based on their salary history or inquiring about wage history from the candidate or their former employer. Additionally, employers may not retaliate against employees who discuss their compensation, which is defined as “all forms of monetary and nonmonetary benefits an employer provides or promises to provide an employee in exchange for the employee’s services to the employer.” Employers are required to display a notice in the workplace that informs employees of their rights under the Act. Benefits (Healthcare) The Field School offers a comprehensive set of employment‑based benefits to full‑time employees, with eligibility beginning on day one (1) of full‑time employment. Healthcare benefits, including a choice of medical insurance plans, dental insurance plans, and a vision plan, are included in the current benefits plan offerings. The school reserves the right to amend or cancel the current benefit plan offerings at any time, with or without prior notice. New full‑time employees have thirty (30) calendar days from the start of employment to enroll in or decline all benefits. Coverage is effective on the first day of employment, regardless of when enrollment takes place, provided it is complete within the 30‑day enrollment eligibility window. #J-18808-Ljbffr Medical Society of the District of Columbia