Accounts Payable Specialist

Description

The Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of all accounts payable transactions. This role supports daily operations by ensuring vendors, staff (expense reimbursement) and service providers are paid on time, while maintaining compliance with licensing, grant, and internal financial requirements. The position requires strong organization, attention to detail, and the ability to work collaboratively.

Key Responsibilities Accounts Payable & Invoice Processing

• Process vendor invoices for childcare operations, including food services, educational supplies, classroom materials, facility maintenance, utilities, and professional services
• Accurate coding of invoices for multiple locations
• Match invoices to purchase orders, contracts, payments and other items as required
• Ensure timely payment of invoices in accordance with vendor terms an organizational policies
• Prepare and process check runs, ACH, and other electronic payments

Expense Management & Reimbursement

• Manage and review expense submissions for company credit card holders to ensure compliance with organizational policies
• Verify supporting receipts and resolve discrepancies in a timely manner
• Monitor allowable expenses, and proper coding by program or school
• Process employee expense reimbursements, ensuring accuracy and timely payment via payroll reimbursement
• Communicate expense policies and reimbursement procedures to staff and school leadership as needed

Vendor & Service Provider Management

• Serve as primary point of contact for vendor payment inquiries
• Resolve discrepancies related to pricing, quantities, or services
• Set up and maintain vendor files, including W-9s, service agreements, contracts, and insurance certificates as required
• Support new vendors onboarding during school acquisitions by collecting and verifying required documentation, setting up vendors in accounting system, and ensuring timely payment continuity for newly acquired locations.
• Maintain positive relationships with vendors critical to childcare operations

Grant, Subsidy & Program Support

• Assist with proper allocation of expenses to grants, subsidies, and any other restricted funding sources
• Ensure expenditure complies with funding and regulatory requirements

Reconciliations & Month-End Support

• Reconcile accounts payable subledger to the general ledger
• Review AP aging and follow up on outstanding items
• Assist with month-end close, accruals, and financial reporting
• Support annual audits and state or federal reviews

Policies & Recordkeeping

• Maintain documentation to support organizational policies, internal controls, and childcare regulatory requirements
• Maintain organized electronic and physical AP records
• Protect confidential financial and organizational information

Collaboration & Process Improvement

• Work closely with school directors, program managers, and administrative staff to ensure timely invoice approval
• Identify opportunities to improve AP processes, accuracy, and efficiency
• Take ownership of assigned AP responsibilities and follow tasks through to completion

Qualifications

• High school diploma or equivalent
• Associate’s or Bachelor’s degree in Accounting, Finance, or related field or 2+ years of accounts payable experience
• Proficiency with accounting software and Microsoft Excel
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities in a deadline-driven environment
• Experience in childcare, education or multi-location environments preferred

What We Offer

• Competitive compensation and benefits package.
• A mission-driven environment focused on positive impact for families and children.
• Opportunities for professional growth.
• A supportive, value-aligned culture committed to innovation and continuous improvement.
• Employee childcare discount.

The starting pay range for this position is $43,000 to $47,000 a year and is applicable for candidates who will be working in the following location(s) Minnesota. This range is subject to adjustment for other geographic work locations. In addition to geographic location, Yellow Brick Road considers education, experience, internal equity, market demands, and other qualifying criteria to determine starting wages.

In addition to compensation benefits, Yellow Brick Road offers a variety of health and welfare benefits, based on eligibility, including medical and dental insurance, life insurance, and career development.

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