Accounts Payable; AP Specialist - Business Office

Business Office:
Accounts Payable (AP) Specialist

Position Type: This is a full‑time (approximately 30–40 hrs weekly), salaried position with benefits. It reports to the school’s Controller, with additional oversight provided by the school’s COFO.

Projected Salary Range: $45,000 – $75,000 annualized.

The AP Specialist is responsible for processing and reconciling accounts payable transactions, maintaining vendor records, managing credit card and expense reimbursements, and supporting the department’s financial operations.

• Process weekly accounts payable for approximately 40 invoices a week using accounting software and standard organizational procedures to document purchases and assure maximum consistency of the information.
• Analyze discrepancies with invoices and research information to discover the source of the problem, ensuring all disbursements are correct, and suggest procedure changes to prevent recurrence.
• Build a positive rapport with vendors to maintain and strengthen future business relationships.
• Resolve billing and statement discrepancies for accurate accounting.
• Accurately maintain vendor records including ACH information and track 1099 vendors.
• Maintain and reconcile prepaid expense accounts on a regular basis.
• Enter bank and journal entries as needed.
• Administer credit card utilization for school‑issued cards (using Divvy).
• Prepare deposits for payments received daily, ensuring proper coding of deposits.
• Code and track program expenses by department‑level budgets.
• Provide general administrative support for the department.
• Act as backup to other Business Office functions (e.g., accounts receivable).
• Assume additional responsibilities during absences or leave.
• Support the Field School in optimizing its financial transactions and systems school‑wide.
• Assist continually in streamlining and improving the accounts payable process.
• Exercise integrity and confidentiality in financial reporting.
• Comply with all federal, state, and local financial requirements, and implement process improvements identified by the School’s annual audit.
• Assist with the annual audit.
• Perform other duties as assigned.

• Associate’s degree (and/or relevant accounting classes); BS/BA preferred.
• Minimum of 2 years’ experience in accounting, ideally focused on AP.
• Understanding of basic principles of finance, accounting, and bookkeeping.
• Superb time management and strong attention to detail.
• Proficiency in Sage Intacct and Divvy () Expense Management software is strongly preferred.
• Proficiency in Google Suite, MS Office, and Adobe Acrobat.
• Strong mathematical skills and proficiency in spreadsheets.
• Strong IT skills, including cyber‑security awareness and file management best practices.

All faculty may be asked to perform their duties at home (in the event of remote learning) and/or on campus. In both settings, this role requires maintaining a professional, shared work environment. Practically all faculty are expected to be present and accessible for the entire school day. This position may allow for remote work on a limited basis, estimated at no more than one remote work day per week, with prior approval from the school’s Controller and COFO.

This is a primarily desk‑and‑office‑based role that requires sitting for prolonged periods and occasional standing, walking, stair climbing, and moving or rearranging furniture or equipment.

Regular travel is not expected in this position.

The Field School is committed to building a diverse and equitable faculty. The school does not discriminate based on a person's race, color, sex, gender identity or expression, national origin, age, disability, religion, sexual orientation, marital status, homelessness, or any other ground prohibited by Federal or District of Columbia law.

On Jan. 12, 2024, the District of Columbia’s mayor, Muriel Bowser, signed the Wage Transparency Omnibus Amendment Act of 2023 (the Act) into law. The Act requires Washington, D.C. employers to disclose salary or hourly pay ranges and benefits information for open positions starting…