Accounts Payable Specialist

Mission:

The Accounts Payable Specialist is responsible for managing complex vendor accounts, reconciling statements, and ensuring the accuracy and timeliness of all organization-wide payments. This role serves as a key liaison between internal departments and external vendors, providing expertise in resolving discrepancies, analyzing payment trends, and maintaining compliance with IDEA Public Schools’ financial policies and state and federal regulations. The Specialist proactively identifies process improvements, strengthens internal controls, and supports the Accounts Payable leadership team in advancing efficiency, accuracy, and fiscal stewardship across the organization.

Supervisory Responsibilities:

N/A 

Location:

This is a full-time (remote/on-site) 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 10% during the busiest times of the year for trainings, stepbacks and conferences.

What You’ll Do – Accountabilities

Essential Duties:

• Invoice Processing – Accurately process and enter all invoices into Munis within established timelines, ensuring timely payment and proper documentation.
• Vendor Management – Maintain current vendor statements, follow up on outstanding invoices, and manage correspondence through phone, email, or Zendesk.
• Issue Resolution – Research, analyze, and resolve discrepancies related to invoices, purchase orders, and account status in coordination with Accounts Payable Clerks.
• Compliance & Audit – Ensure 100% compliance with the Financial Accountability System Resource Guide and provide all audit documentation accurately and on time.
• Month-End Close – Verify that all expenditures are allocated to the correct month and meet closeout deadlines.
• P-Card Reconciliation – Reconcile all P-Card transactions monthly by the designated deadline, ensuring accuracy and compliance.

Additional Duties and Responsibilities:

• Training & Onboarding – Develop and deliver training materials and onboarding sessions for new Business Clerks and Administrative Assistants.
• Policy Communication – Communicate updates, process changes, and policy revisions during bi-weekly Financial Management user meetings.
• Continuous Improvement – Identify and implement process enhancements to improve accuracy, efficiency, and vendor satisfaction within Accounts Payable operations.

Knowledge and Skills – Competencies

• Make Strategic Decisions: This team member uses data, feedback, and insights to inform thoughtful decision-making, while considering the impact on their direct reports and team. They communicate decisions with clear rationale and begin to connect their choices to broader team objectives.

• Manage Work and Teams: This team member sets clear, measurable goals and regularly reflects on progress, adjusting actions as needed. They prioritize work aligned with their goals using a task management system and consistently meet deadlines through effective time management.

• Grow Self and Others: This team member demonstrates self-awareness by actively seeking and thoughtfully responding to feedback with curiosity and a growth mindset. They identify development areas, implement feedback when appropriate, and pursue opportunities to build their knowledge and skills.

• Build a Culture of Trust:  This team member proactively builds strong personal and professional relationships with individual stakeholders and regularly seeks feedback to improve their work experience. They create a supportive environment where others feel safe to take risks and learn from mistakes without fear of retribution.

• Communicate Deliberately: This team member communicates thoughtfully by anticipating potential misunderstandings and providing necessary context to ensure clarity. They leverage structured communication channels to address challenges, ask meaningful questions, and guide conversations toward solutions, while actively listening to the concerns of others.

Additional Skills:

• Knowledge of fundamental accounting principles and procedures.
• Proficiency in using computers and software applications, including spreadsheets, databases, and word processing programs.
• Skilled in operating standard office equipment such as calculators, copiers, and printers.
• Strong written and verbal communication skills with excellent attention to detail and organization.
• Ability to manage multiple tasks effectively in a fast-paced environment. 

Required Education and Experience:

• High School Diploma or GED required
• Minimum of two years of professional experience in Accounts Payable, preferably within an educational or public sector environment." 

Preferred Education and Experience:

• Associates or Bachelor's Degree preferred

Physical Requirements:

• Must be able to sit for extended periods while performing computer and desk-based tasks.
• Must be able to lift and carry up to 15 pounds occasionally (such as files or office supplies).
• Must be able to operate standard office equipment, including computers, phones, copiers, and calculators.

What We Offer:

Compensation & Benefits:

Salaries for people entering this role typically fall between X and Y , commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment.

Additionally, we offer 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. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

Application process:

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.

Learn more about IDEA 

At IDEA the Staff Experience Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values