Specialist, Accounts Payable

Aspire Public Schools • Oakland, CA

4d

About The Position

Aspire Public Schools NorCal’s Accounts Payable Specialist helps ensure vendors are paid on time by processing a high volume of invoices accurately, reconciling vendor statements, and preparing weekly payment batches. The role supports Aspire’s fiscal control policies, helps improve and streamline accounts payable processes, and trains teammates in the use of the Coupa procurement and expense system.

The Specialist collaborates across departments, maintains vendor records and relationships, handles inquiries through Zendesk, and supports reporting and other accounting work using Coupa, Abila MIP, and Excel. The position also manages monthly American Express card program activity and supports the finance, accounting, and payroll services Aspire NorCal provides to Aspire LA under a multi-year service agreement. The work location and in-person expectations are still being finalized. Employment is at-will.

Requirements

• High school diploma or GED equivalent.
• At least 2 years of accounts payable experience using Coupa or a similar purchasing system.
• Experience with automated accounting systems.
• Proficiency with the Microsoft suite.
• Understanding of accounting practices and principles.
• Ability to research vendor issues and provide effective solutions.
• Strong customer service orientation and ability to address difficult situations or escalate them to a supervisor.
• Ability to work well across teams and maintain positive, professional relationships.
• Appropriate follow-up and sense of urgency, including promptly alerting a supervisor to errors and issues.
• High degree of accuracy and attention to detail.
• Growth mindset and passion for learning and using Coupa to streamline processes.

Responsibilities

• Process high volumes of accounts payable invoices and expense reports accurately using knowledge of the chart of accounts.
• Understand and support Aspire’s fiscal control policies for vendor and employee expense purchases and accounts payable best practices.
• Collaborate across departments to ensure accounts payable coding is accurate.
• Maintain vendor records, review and process new vendors in the accounting system, and file vendor invoices.
• Prepare accounts payable and employee expense checklists for weekly check runs and record direct charges to bank accounts.
• Reconcile vendor accounts, review outstanding payments, and find effective solutions to outstanding issues.
• Manage competing tasks and time constraints, particularly on check run days.
• Perform or assist with other accounting processes, including process documentation, account reconciliations, and adjusting reclassifications.
• Use accounting, purchasing, and other systems for complex troubleshooting, and fulfill ongoing and ad hoc reporting requests using Coupa, Abila MIP, and Excel, including legal spend reporting.
• Manage monthly American Express card program activity and process new card requests, setting limits in accordance with fiscal control policies.
• Maintain positive relationships with vendors and partners and help Aspire maximize vendor benefits.
• Review invoices, expense reports, check requests, and new vendor requests for compliance with fiscal policies.
• Provide training and materials to internal users on Coupa purchasing and expense systems, and streamline purchasing and invoice processes with vendors and internal staff.
• Manage internal and external inquiries to the accounts payable team through Zendesk.
• Support Aspire Public Schools’ mission, vision, and values, including antiracism, and uphold confidentiality standards and the code of ethical behavior.
• Support the new Service Level Agreement under which Aspire NorCal will provide finance, accounting, and payroll services to Aspire LA.
• Perform other related duties as required and assigned.

Benefits

• Eligible for Aspire health benefits.
• Retirement through CalSTRS or CalPERS, depending on the role’s credential requirements, with a 403(b) option.
• Paid time off.
• Additional teammate benefits to be determined in accordance with an updated employee value proposition to be shared prior to offer.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED