Financial Operations Specialist (Immediate Opening)
About The Position
Financial Operations Specialist Mission: The Financial Operations Specialist is solely responsible for managing the Foundation’s full-cycle disbursement function. This role independently oversees and executes all vendor payments and other financial distributions accurately, timely, and in compliance with Foundation policies and donor requirements. As the single point of accountability for disbursement activity, the Financial Operations Specialist upholds internal controls, ensures audit readiness, and safeguards the Foundation’s financial integrity through disciplined documentation, compliance oversight, and accurate financial reporting. Supervisory Responsibilities: N/A Location: This is a full-time remote position based in Texas, with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate. Travel Expectations: Up to 20% based on team stepbacks and professional development
Requirements
- High School Diploma or GED
- Minimum of 2 years of professional experience in Accounts Payable, preferably within an education or public sector environment
- Proficiency in accounting and financial management software.
- Strong understanding of accounts payable processes, vendor management, and disbursement controls.
- Knowledge of IRS form 1099 reporting requirements and vendor tax compliance processes.
- Ability to interpret financial policies, donor restrictions, and fund coding structures.
- Strong data entry accuracy.
- Ability to manage multiple deadlines and prioritize workload.
- Clear and professional written and verbal communication skills.
- Strong problem-solving skills with the ability to resolve discrepancies independently.
Nice To Haves
- Associate's or Bachelor’s Degree
Responsibilities
- Full-Cycle Disbursement Management- Independently manage and execute the Foundation’s complete disbursement process, including vendor payments, employee reimbursements, scholarships, grants, gifts and other financial distributions.
- Payment Processing- prepare and process payment runs via ACH, check, and wire transfer, ensuring timeliness, accuracy and compliance with established procedures.
- Vendor Management –Maintain vendor onboarding documentation, including W-9 collections and compliance records; serve as primary contact for vendor and payment related inquiries. Prepare, file and maintain all required IRS Form 1099 reporting.
- Review, Coding & Authorization Oversight- verify accuracy of documentation, fund coding, budget alignment and required approval prior to releasing payments.
- Issue Resolution – Research, analyze, and resolve discrepancies related to invoices, purchase orders, and account status.
- Compliance & Audit – Ensure 100% compliance with Foundation Policies and provide all audit documentation accurately and on time.
- Reporting & Process Updates- maintain accurate reporting of disbursement activity, including outstanding liabilities and ensure thorough documentation standards. Recommend and implement procedural improvements to enhance compliance, transparency, and effectiveness.
- Month-End Close – Verify that all expenditures are allocated to the correct month and meet closeout deadlines.
Benefits
- medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan
- IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
501-1,000 employees
