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

Employee understands that other tasks or duties may be added or assigned from time to time, in the discretion of the administration.

The School reserves the right to modify, change, or amend this job description at any time. This is not a contract of employment. If you are employed under a contract with the School, you should refer to your contract regarding specific terms outlined herein concerning the duration of your employment. This job description supplements your duties and responsibilities. This job description does not alter your “at-will” status.

AHS is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.