Specialist, Accounts Payable

Aspire Public Schools • Oakland, CA

6d • $73,220 - $93,993

About The Position

The Accounts Payable Specialist helps ensure vendors are paid on time by accurately processing a high volume of invoices and expense reports, reconciling vendor statements, and preparing weekly payment batches. The role supports Aspire NorCal’s fiscal control policies and accounts payable best practices, maintains vendor records, troubleshoots accounting and purchasing systems, and helps identify cost-saving and process-streamlining measures.

The Specialist provides training and materials to teammates and internal users on the Coupa procurement and expense system, manages inquiries through Zendesk, and maintains positive relationships with vendors and partners. The role also manages monthly American Express card program activity, supports accounting processes and reporting, and contributes to the finance, accounting, payroll, and retirement services Aspire NorCal expects to provide to Aspire LA under a multi-year service agreement.

This is a full-time, exempt role. Work location and in-person expectations are still being finalized. Employment is at-will, and the position may be affected if the service agreement with Aspire LA is not finalized, renewed, or is ended early.

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, including the ability to address difficult situations or escalate them to a supervisor.
• Ability to work 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.

Nice To Haves

• A growth mindset and passion for learning and using Coupa to streamline processes.

Responsibilities

• Accurately process high volumes of accounts payable invoices and expense reports using knowledge of the chart of accounts.
• 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 resolve outstanding issues effectively.
• Multitask and work under time constraints, particularly on check run days.
• 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 the Zendesk ticketing system.
• Support Aspire Public Schools’ mission, vision, and values, including antiracism, and uphold confidentiality standards and the code of ethical behavior.
• Perform other related duties as required and assigned.
• Support the new Service Level Agreement under which Aspire NorCal will provide finance, accounting, and payroll services to Aspire LA.

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 before an offer.

What This Job Offers

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