Posted: 06-Sep-23
Location: Washington, D.C.
Type: Full Time
Categories:
Preferred Education:
Business Office: Accounts Payable (AP) Specialist
Position Type: This is a full-time, hourly with benefits (overtime eligible) position. It reports to the Business Office Manager & Controller. Additional oversight provided by the school’s COFO.
Subject Matter: Business, Finance, Accounting, Accounts Payable, Operations.
Position Description: The Field School's program is ambitious and bold, and our employees, all of whom are considered “faculty,” are required to embody the mission of the school – students discover their authentic selves and distinctive paths to become empathetic, creative thinkers who act boldly to shape our shared future – in their day-to-day interactions with students, in the design and implementation of curriculum, and in their professional interaction with colleagues.
A flexible and innovative mindset is required. As content experts and students of best practice, all Field faculty are expected to adapt to their students' learning interests and needs. Strong communication skills and a willingness to collaborate are also important, as Field faculty in leadership regularly work with teachers, student-support teams, department chairs, and academic/departmental leadership to ensure that all of our students are being supported and challenged by our mission.
At Field, we believe that students learn best when they feel a sense of belonging at their school – when they are seen and valued by their faculty, peers, and school community. Our approach to community emphasizes respect for, and the inclusion of, all community members as individuals. We equally value a focus on the common good and the well-being of the school community as a whole. This balance means that we prioritize the community without prioritizing sameness.
Field is a place where our classrooms are better because they mirror the outside world we have a diversity of identity, thought, experience, and ability. We believe in the interconnectedness of people and ideas, and we strive to be a learning community at every level of the school. At the core, teaching faculty of any discipline are expected to be committed learners and model community members. While Field is an independent school we are not independent of each other, or our established academic standards. Faculty are members of the larger Field community and expected to shepherd the values of the school.
Specifically, the AP Specialist is charged with:
- Processing weekly accounts payable for approximately 40 invoices a week using accounting software and standard organizational procedures to document purchases to assure maximum consistency of the information.
- Analyzing discrepancies with invoices and researches information to discover the source of the problem, making sure all disbursements are correct and suggesting procedure changes so the problem is unlikely to happen again.
- Building a positive rapport with vendors for the purpose of ensuring future business relationships are maintained.
- Resolving billing and statement discrepancies for the purpose of ensuring accurate accounting.
- Accurately maintaining vendor records including ACH information and the tracking of 1099 vendors.
- Maintaining and reconciling prepaid expense accounts on a regular basis.
- Entering bank and journal entries as needed.
- Credit card administration for school-issued credit cards (using Divvy)
- Preparing deposits for payments received daily, ensuring proper coding of deposits.
- Coding & tracking program expenses by department-level budgets.
Duties and Responsibilities:
- Provides general administrative support for the department.
- Back-up to others in the Business Office (e.g., accounts receivable) for the purpose of covering.
- Additional job responsibilities in the event of an absence and/or leave.
- Supports the Field School in optimizing its financial transactions and systems school-wide.
- Assists in continually streamlining and improving the accounts payable process.
- Exercises integrity and confidentiality in financial reporting.
- Complies with all federal, state, and local financial requirements, and process improvements as identified by the School’s annual audit.
- Assists with the annual audit
- Other duties as assigned
Qualifications and Competencies:
- Associate’s degree (and/or relevant accounting classes). BS/BA preferred.
- Minimum of 2 year’s experience in accounting, ideally focused on AP.
- Understands basic principles of finance, accounting, and bookkeeping.
- Superb time management and strong attention to detail.
- Proficiency in Sage Intacct and Divvy Expense Management software strongly preferred.
- Proficiency in GoogleSuite, 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 work duties at home (in the event of remote learning) and/or on campus. In both settings, this role is required to maintain a professional, shared work environment. While on campus, classes and other activities may be operating either in person or in a distributed setting. All faculty are expected to be present and accessible for the entire school day, regardless of the setting.
Physical Demands: While performing the duties of this job, all faculty are regularly required to talk and hear. This position, while primarily desk & office-based, is at times active. It requires sitting for prolonger periods, and at times standing and walking, including stairs, and the occasional moving/rearranging of furniture, equipment, and other heavy and bulky items.
Travel: Regular travel is not expected in this position.
About The Field School: The Field School (grades 6-12) takes great pride in providing students with an ideal blend of focus on academic excellence and individual expression – all in a relaxed, joyful atmosphere. Through dialogue among students and teachers, we encourage students to seek knowledge and join in community. Field connects the various realms of knowledge to help students understand their world and lead full lives. We live our mission everyday: Students discover their authentic selves and distinctive paths to become empathetic, creative thinkers who act boldly to shape our shared future.
