Accounts Payable Manager

Description

The Accounts Payable Manager manages the entire accounts payable process, sets policies, and ensures compliance. The person will also ensure accurate recordkeeping and timely payment of invoices. This position serves as the initial point of contact in the finance office, responding to inquiries from vendors, families, and staff. The individual will assist with implementing the transition to automated systems and will report to the Director of Accounting. Success in this role requires a proactive, analytical, tech-savvy individual who combines a heart of service with strong organizational skills and a commitment to continuous improvement. The ideal candidate will embody patience, humility, integrity, and kindness, contributing to a school environment that is distinctively Christian, academically excellent, and globally minded.

Essential Job Responsibilities 

Accounts Payable:

• Invoice Processing: Receive vendor invoices, enter accurately into payables system, and disburse payments timely according to due date
• Expense Management: Manage corporate credit card and expense management platform, assisting staff with credit card use and ensuring compliance with school policies
• Compliance Reporting: Obtain W-9s from vendors for vendor setup and prepare and file 1099s
• Financial Documentation: Oversee the storage of financial documentation, ensuring compliance with record retention policy and ease of access for audits
• Vendor Management: Develop and maintain positive relationships with vendors, ensuring vendor information is accurate and up-to-date

Administrative Support:

• Communication: Act as the primary point of contact for finance-related inquiries from vendors, staff, and parents, demonstrating strong customer service skills; refer questions to the appropriate finance staff member and ensure timely follow up as needed
• Reporting: Generate periodic reports as requested

Technology Integration and Process Automation:

• Identify and Implement Technology Solutions: Play a key role in the transition from manual to automated accounts payable processes; provide insight as Director of Accounting and CFO evaluate software solutions that enhance efficiency (e.g., automated invoice processing, digital approval workflows)

Continuous Improvement:

• Regularly assess current processes and identify opportunities for improvement through technology; proactively propose and implement upgrades

Requirements

Educational & Experience Requirements

• High school diploma required; some college coursework, Associate's degree, or Bachelor's degree preferred
• 2-5 years of experience managing accounts payable in a business setting or similar nonprofit
• Proactive Mindset: Demonstrates initiative by following up on outstanding items and identifying areas for improvement
• Analytical: Ability to systematically evaluate information, identify patterns, draw conclusions, and make well-informed decisions, essential for solving problems, thinking critically, and understanding complex situations
• Creative Problem-Solving: Thinks creatively to solve problems and improve processes, bringing innovative ideas to the team
• Tech-Savvy: Strong proficiency in digital tools and platforms, with a demonstrated ability to quickly learn and integrate new technologies into workflows.
• Prior experience implementing automated systems a plus

Personal & Spiritual Characteristics

• Is deeply committed to a consistent daily walk with our Savior, Jesus Christ, through prayer, devotional study, and church membership
• Demonstrates the spiritual maturity, academic ability, and personal leadership qualities
• Possesses the ability to work gracefully with parents, students, and other school staff to support a unified and successful   educational program
• Cooperates with administrators, department chairpersons, and other school leadership to support the policies and procedures that pertain to the daily operation of the School
• Demonstrates the ability to accept and carry out responsibilities and make competent, professional decisions
• Eagerly participates in professional development activities and the evaluation process with a desire to grow professionally, spiritually, and personally throughout their career
• Maintains a professional personal appearance that is a Christian role model of cleanliness, modesty, good taste, and is in accordance with school policy

Work Environment

The work environment at Southwest Christian School is consistent with a typical school office setting. The employee normally works indoors but may be required to be outdoors in unpredictable temperatures to attend programs or move between buildings. The noise level in the environment is usually low to moderate but may become loud occasionally. The employee is frequently required to interact with others within the school community, including parents and other community members. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions of the position.

Additional Duties & Responsibilities

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required as an active participant in the mission of Southwest Christian School. Additional duties are regularly performed by the individuals currently holding this position and additional duties may be assigned.