Job Title: Director of Accounts Payable | Supervisor Job Title: Board of Trustees |
Employment Status: Full-time | FLSA Status: Exempt |
The management services offered to our family of charter schools, allows us to collectively become a change agent and national leader in urban education as evidenced by student awareness of self, high academic achievement, positive school culture and community transformation wherever we serve.
JOB GOAL:
The Director of Accounts Payable is responsible for supporting both the Chief Financial Officer and Financial Management firm in the management and oversight of the organization’s day-to-day financial operations. This position plays a key role in ensuring the accuracy, efficiency, compliance, and integrity of financial processes across the organization.
The Director of Accounts Payable oversees accounts payable, vendor payments, employee reimbursements, company credit card administration, account reconciliations, financial documentation, and related finance operations. The Director also supports budgeting, financial reporting, audits, internal controls, and other financial initiatives under the direction of the CFO.
This position works closely with the CFO, school and department leadership, employees, vendors, and other stakeholders to ensure that financial transactions are properly authorized, documented, processed, and recorded.
ESSENTIAL FUNCTIONS:
Accounts Payable & Vendor Payments
- Oversee the organization’s accounts payable processes and ensure invoices and financial obligations are processed accurately and timely.
- Review invoices for accuracy, appropriate authorization, supporting documentation, and proper accounting classification.
- Process and/or approve vendor payments in accordance with established financial procedures and authorization levels.
- Monitor outstanding invoices, payment schedules, and vendor accounts to prevent late payments, penalties, or interruptions in service.
- Research and resolve invoice discrepancies, duplicate charges, payment issues, and other accounts payable concerns.
- Maintain accurate and organized accounts payable records.
- Ensure appropriate documentation is maintained for all payments and financial transactions.
- Serve as a primary Finance Department contact for vendor payment inquiries.
Vendor Management
- Oversee the establishment and maintenance of vendor records.
- Ensure required vendor documentation, including W-9 forms and other applicable records, is collected and maintained.
- Review requests for new vendors and changes to existing vendor information.
- Maintain appropriate controls related to changes in vendor banking and payment information.
- Communicate with vendors regarding invoices, outstanding balances, payment status, and account discrepancies.
- Support year-end vendor reporting and 1099 preparation and distribution.
Employee Reimbursements
- Oversee and process employee reimbursement requests, including travel, mileage, supplies, professional expenses, and other approved business-related expenditures.
- Ensure reimbursement requests contain appropriate receipts, business justification, approvals, and supporting documentation.
- Review reimbursements for compliance with organizational policies and established spending guidelines.
- Follow up with employees and supervisors regarding missing documentation, incomplete submissions, or expenses requiring additional approval.
- Maintain accurate and organized reimbursement records.
Company Credit Card Administration
- Oversee the administration and monitoring of company-issued credit cards and purchasing cards.
- Review company credit card transactions and monthly statements for appropriate business purpose, documentation, accounting classification, and authorization.
- Ensure cardholders submit required receipts and supporting documentation within established timelines.
- Identify and follow up on missing receipts, questionable transactions, unauthorized purchases, or potential policy violations.
- Maintain records of authorized cardholders, account limits, and card assignments.
- Coordinate the issuance, modification, suspension, and closure of company credit cards as appropriate.
- Ensure company credit card accounts are reconciled accurately and timely.
- Recommend improvements to company credit card policies, procedures, and internal controls when necessary.
Accounting & Reconciliation
- Perform and/or oversee reconciliations of accounts payable, company credit cards, vendor statements, and applicable general ledger accounts.
- Research and resolve discrepancies between invoices, payments, bank or credit card activity, and accounting records.
- Assist the CFO with maintaining accurate general ledger information and financial records.
- Support month-end and year-end closing processes.
- Prepare schedules, reconciliations, reports, and supporting documentation as requested.
- Monitor financial transactions for accuracy and appropriate classification.
Budgeting & Financial Reporting
- Assist the CFO with the development, monitoring, and management of organizational and departmental budgets.
- Monitor expenditures against approved budgets and identify significant variances or areas requiring attention.
- Assist with the preparation of financial reports for organizational leadership.
- Provide financial information and analysis to the CFO to support operational and strategic decision-making.
- Work with department and school leaders to address budget questions, expenditure concerns, and financial documentation needs.
- Assist with financial forecasting and other financial planning activities as directed by the CFO.
Audit & Compliance
- Support annual financial audits and other internal or external financial reviews.
- Coordinate the collection and organization of invoices, receipts, approvals, reconciliations, contracts, and other documentation requested by auditors.
- Maintain financial records in an organized and audit-ready manner.
- Assist the CFO with responding to audit requests and resolving identified financial or documentation issues.
- Ensure financial processes comply with organizational policies, applicable regulations, and established accounting practices.
- Assist with implementing corrective actions or process improvements resulting from audits or financial reviews.
Internal Controls & Financial Procedures
- Maintain and strengthen internal controls related to purchasing, payments, reimbursements, company credit cards, and vendor management.
- Ensure appropriate authorization and supporting documentation are obtained before financial transactions are processed.
- Monitor compliance with organizational finance and purchasing policies.
- Identify unusual transactions, duplicate payments, financial discrepancies, or potential policy violations and promptly escalate concerns to the CFO.
- Assist with the development and implementation of Finance Department policies, procedures, and workflows.
- Identify opportunities to improve the efficiency, accuracy, and effectiveness of financial operations.
- Protect confidential employee, vendor, banking, and organizational financial information.
Finance Department Leadership & Support
- Serve as a key financial resource to school and department leadership.
- Support the CFO in managing the organization’s day-to-day financial operations.
- Assist with establishing Finance Department priorities, procedures, deadlines, and internal controls.
- Provide guidance to employees and managers regarding purchasing, reimbursement, credit card, and accounts payable procedures.
- Coordinate financial projects and initiatives as assigned by the CFO.
- Provide backup support for critical Finance Department functions as necessary.
- Supervise, train, and provide direction to Finance Department staff, if assigned.
- Perform other financial and administrative duties as assigned by the CFO.
QUALIFICATIONS:
Education
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
- Master’s degree in Accounting, Finance, Business Administration, or a related field preferred.
- CPA or other relevant financial certification is a plus but not required.
Experience
- Minimum of five years of progressively responsible experience in accounting, finance, accounts payable, or financial operations preferred.
- Experience managing accounts payable, vendor relationships, employee reimbursements, corporate credit cards, reconciliations, and financial reporting strongly preferred.
- Previous supervisory or financial operations leadership experience preferred.
- Experience supporting budgeting, audits, month-end/year-end closing, and internal controls preferred.
- Experience working in a school system, nonprofit organization, multi-site organization, or similarly complex environment is a plus.
KNOWLEDGE, SKILLS & ABILITIES
- Strong knowledge of accounts payable and general accounting principles.
- Strong understanding of financial controls, reconciliation, and financial documentation requirements.
- Excellent attention to detail and commitment to financial accuracy.
- Ability to manage multiple financial processes and competing deadlines simultaneously.
- Strong analytical, organizational, and problem-solving skills.
- Ability to identify discrepancies, investigate financial issues, and recommend appropriate solutions.
- Strong proficiency in Microsoft Excel and other Microsoft Office applications.
- Ability to learn and effectively utilize accounting, purchasing, expense management, and financial systems.
- Strong written and verbal communication skills.
- Ability to communicate financial information effectively to both financial and non-financial stakeholders.
- Ability to exercise sound judgment and maintain a high degree of confidentiality.
- Ability to work independently while maintaining appropriate communication with the CFO.
- Strong commitment to accountability, accuracy, compliance, and ethical financial practices.
PHYSICAL REQUIREMENTS
- Ability to perform prolonged periods of computer and desk work.
- Ability to communicate effectively in person, by telephone, and electronically.
- Ability to occasionally lift and transport files, records, supplies, or materials weighing up to 20 pounds.
OTHER DUTIES:
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified or additional duties may be assigned based on the operational needs of the organization.
The Universal Companies and Universal Family of Charter Schools adheres to the policy of providing equal employment opportunities to all job applicants and employees regardless of race, color, religion, sex, age, national origin, veteran status, disability, or sexual orientation.
