Job Description

Description

ABOUT ASPIRE

Aspire Public Schools operates a network of high-performing, college-preparatory charter schools serving TK-12 scholars in communities across California. Founded in 1998—in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through—Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation.

Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post-secondary lives. Every day, our community of students, families, teachers and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well-Being), Culture of Belonging, Community Partnership, Agency & Self-Determination, and Joy.

JOB SUMMARY

The Accounts Payable Specialist plays a critical role in ensuring vendors are paid in a timely manner by processing a high volume of invoices with high level of accuracy, ensuring vendor statements are reconciled on a regular basis, and preparing batches of payments to be processed on a weekly basis. They will also train teammates in best practices and usage of the Coupa procurement and expense system, ensure accounts payable fiscal control policies are followed, and assist in the implementation of cost-saving and streamlining measures.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions

• Processing of high volumes of Accounts Payables invoices and expenses reports while ensuring high level of accuracy through knowledge and understanding of chart of accounts.

• Understanding of Aspire’s fiscal control policies as it relates to vendor and employee expense purchases, and performing work duties in support of the policies and accounts payable best practices.

• Work collaboratively across multiple departments to ensure coding of Accounts Payable is done with the highest level of accuracy.

• Owns and maintains vendors records including review and processing of new vendors in accounting system and filing away vendor invoices.

• Able to process all Accounts Payable and employee expense check preparation lists for weekly check runs and record all direct charges to bank accounts.

• Reconciles vendor accounts and reviews outstanding payments. Provides effective solutions to any outstanding issues.

• Able to multitask and work under time constraints especially on check run days.

• Performs and assists in other Accounting related processes and duties such as documentation of processes, account reconciliations or adjusting reclassifications as required and assigned.

• Able to leverage accounting, purchasing, or other systems to do complex troubleshooting and provide solutions or answers

• Fulfills ongoing and ad hoc reporting requests utilizing Coupa, Abila MIP and excel as needed, including legal spend reporting

• Reviews American Express card program activity on a monthly basis and processes new card requests, setting limits in line with Aspire’s fiscal control policies

Accounts Payable, Vendor Relations, and System Administration:

• Maintain positive relationships with Aspire vendors and partners.  Ensure Aspire is maximizing all benefits offered by their vendors.

• Reviews invoices, expense reports, check requests, and new vendor requests to ensure compliance with Aspire fiscal policies.

• Provide training and training materials to our internal users on our Coupa purchasing and expense systems.

• Collaborate with vendors and internal staff members to streamline various purchasing and invoice processes

• Follow up and manage internal and external inquiries to Accounts Payable team utilizing Zendesk ticketing system.

Additional:

• Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior 

• Perform other related duties as required and assigned. 

QUALIFICATIONS

1. Competencies:

• Understanding of accounting practices and principles

• Ability to research vendor issues and provide effective solutions

• Strong customer service orientation; able to address difficult situations or escalate them to supervisor to minimize confrontations or confusion

• Works well across many teams and maintains positive professional relationships

• Demonstration of appropriate follow-up and sense of urgency, alerting supervisor to errors and issues in a timely manner

• High degree of accuracy with attention to detail

• Growth mindset with passion to learn and leverage the Coupa system to streamline processes

• Demonstrate knowledge of, and support, Aspire Public Schools mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior

• Perform other related duties as required and assigned

1. Minimum educational level:

• Accounting degree preferred

1. Experience required:

• 2+ years of Accounts Payable experience using Coupa or a similar purchasing system

• Experience with automated accounting systems

• Proficiency with Microsoft suite

1. Physical requirements:

• Stand, walk or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, lift and/or carry up to 30 pounds to shoulder height

• Repetitive use of hands (i.e. fine manipulation, simple grasping, and power grasping)

• Demonstrate normal depth perception

• Sitting, walking or standing for extended periods of time

• Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone

• See and read a computer screen and printed matter with or without vision aids

• Hear and understand speech at normal levels and on the telephone with or without auditory aides

1. Work authorization requirements: 

• Clear the Department of Justice background screening

• Authorized to work in the United States

• Provide health (TB) clearance  (most update every four years)

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