Accounts Payable Manager

Description

Position Summary

The Accounts Payable Manager leads and oversees all aspects of the organizations accounts payable operations ensuring accurate timely and policy-compliant processing of vendor payments employee reimbursements and financial transactions across multiple AP platforms. As the primary owner of AP processes this role plays a critical function in maintaining strong internal controls safeguarding public funds and ensuring operational consistency across departments.

In addition to managing end-to-end invoice and reimbursement workflows the Accounts Payable Manager administers the organizations credit card programenforcing policy compliance supporting cardholders reconciling card activity and monitoring for discrepancies or misuse.

This position also serves as a key driver of continuous improvement identifying and implementing process enhancements that reduce manual effort increase efficiency and improve the user experience.

The ideal candidate brings deep attention to detail strong communication and collaboration skills and a working knowledge of nonprofit accounting compliance and financial systems.

This is a hybrid role with the expectation that three days per week be spent onsite at our Regional Support Office in Oakland.

Preferred Qualifications

Experience :

3 to 5 years of hands-on experience managing end-to-end accounts payable processes including invoice processing reimbursements and vendor payments with proven accounting skillspreferably in an educational institution or nonprofit organization.

Experience handling high volumes of transactions with a strong attention to accuracy and detail.

Proficiency in accounting software such as Sage Intacct and AP automation platforms such as Concur and Ramp; experience with Google Workspace (Docs Sheets Gmail) is also required.

Strong understanding of internal control frameworks related to accounts payable disbursements and financial compliance.

Experience supporting and training staff on AP systems documentation standards and policy compliance.

Familiarity with nonprofit fiscal policies state / federal compliance requirements and audit preparation.

Ability to enforce policies and procedures document workflows and track exceptions

Education :

Bachelors degree in Accounting Finance or related field (or equivalent experience)

Knowledge / skills required :

Strong knowledge of U.S. GAAP and nonprofit accounting with experience in fiscal policy compliance and public funding requirements.

Deep understanding of internal controls and risk mitigation practices related to payment processing and disbursements.

Proficiency in accounting systems such as Sage Intacct and AP automation tools (e.g. Concur Ramp Amazon Business DoorDash Corporate).

Intermediate to advanced spreadsheet skills including the ability to analyze reconcile and audit data in Excel or Google Sheets.

Excellent organizational and time management skills with the ability to manage competing priorities across multiple systems independently.

Exceptional attention to detail and accuracy especially when handling high volumes of transactions.

Clear written and verbal communication skills including the ability to explain financial policies and procedures to non-finance stakeholders.

Ability to train and support staff on AP systems documentation standards and internal processes.

Analytical mindset capable of identifying inefficiencies and recommending process improvements.

Customer service orientation with professionalism in vendor communication and internal support.

High level of integrity and discretion in handling sensitive or confidential financial information.

Solutions-oriented and adaptable with a strong work ethic initiative and flexibility in a fast-paced nonprofit environment.

Commitment to KIPP Northern Californias mission with a belief in the potential of all students to achieve at high levels.

Professionalism and humility including openness to feedback a collaborative spirit and eagerness to learn and grow.

Essential Functions and Responsibilities

Manage all accounts payable operations including the timely and accurate processing of vendor invoices employee reimbursements recurring payments and credit card transactions.

Ensure compliance with organizational fiscal policies nonprofit accounting standards grant regulations and public funding requirements.

Maintain and review AP records and documentation to support accurate month-end close year-end close audits and financial reporting.

Review reconcile and approve AP batches verifying proper coding backup documentation and required authorizations before disbursement.

Oversee credit card processing including timely report submissions receipt documentation and policy compliance; escalate violations as needed.

Implement and monitor internal controls to ensure integrity in AP workflows and mitigate the risk of fraud or misuse of funds.

Manage vendor relationships including onboarding W-9 collection payment method setup (ACH / check) and resolving payment discrepancies.

file annual 1096 and 1099 IRS tax forms and ensure accurate record keeping

Facilitate cross-departmental communication to ensure accurate coding timely payment requests and budget and train internal stakeholders (e.g. school or department staff) on AP policies deadlines and system usage (e.g. Concur Intacct).

Maintenance of corporate payable solutions and vendor platforms including DoorDash EZCater and Amazon to ensure efficient processing and compliance with fiscal policies. Maintain workflows that align with internal controls and troubleshooting system or payment issues.

Lead AP process improvement initiatives to increase efficiency reduce manual effort and strengthen accountability.

Monitor and report on key AP metrics such as payment timeliness error rates and policy compliance to finance leadership.

Support audit preparation ensuring all AP-related documentation is complete accurate and audit-ready.

Partner with HR to ensure accurate benefit entries in the general ledger.

Reinforce and model adherence to fiscal policies and procedures in all day-to-day accounting practices.

Collaborate with the Accounts Receivable team to ensure accuracy of all payment transactions for end of the month closing

Growth opportunities

Lead AP System Implementation and Automation

Demonstrate the ability to successfully support the implementation of the new AP system driving process improvements and automation. Responsibilities include partnering with the implementation lead coordinating with cross-functional stakeholders and designing workflows that align with fiscal policies internal controls and organizational needs. This role will also support system configuration and testing assist with staff training and documentation and help ensure a smooth organization-wide rollout and adoption of Ramp.

Strengthen Accounting Knowledge Management

Lead the AP in annual update of accounting resource documents and collaborate with the RSO Operations team to deliver training for DSO / BOM Communities of Practice (CoP).

Develop and Enforce Internal Controls

Develop and maintain internal control policies and procedures to ensure compliance with KIPPs fiscal policies as well as applicable state and federal regulations.

Cross-Functional Collaboration for Efficiency

Partner with departments such as HR school operations and budget managers to streamline approval workflows improve expense coding accuracy and strengthen documentation standards.

Drive Process Improvement Using DMAIC Framework

Employ a structured data-driven approach (e.g. DMAIC : Define Measure Analyze Improve Control) to reduce manual effort minimize errors and enhance efficiency and accountability in financial operations.

Physical Mental and Environmental Demands

Physical : Ability to navigate office and school campuses and hold meetings in different spaces. Traditionally much of the day involves sitting. Ability to access and utilize technology. Occasional lifting / carrying of equipment 1-20 lbs. Physical agility to move self in various positions in order to execute duties effectively which may include kneeling walking pushing / pulling squatting twisting turning bending stooping and reaching overhead

Mental : Stress of deadlines and normal work standards ability to analyze problems and generate alternatives work with interruptions concentrate for long periods of time read calculate perform routine math problems memorize and recall objects and people.

Environmental : Office environment subject to constant interruptions and distractions. Occasional school environment and travel. KIPP adheres to health and safety guidelines as outlined by the CDC CDE and public health agencies recommendations.

Classification

This is a full-time exempt position based on a full year calendar cycle based out of our Regional Support Office with very minimum travel to schools.

This is a hybrid role with the expectation that three days per week be spent onsite at our Regional Support Office in Oakland.

Must possess a valid California drivers license and have access to reliable transportation for work-related travel.

About KIPP Public Schools Northern California

We are a thriving nonprofit network of 23 free public charter schools open to all students. At KIPP we believe all children should grow up free to create the future they want for themselves and that schools can and should be a critical factor in making that vision a reality. Together with families and communities we create joyful academically excellent schools that prepare students with the skills and confidence to pursue the paths they choosecollege career and beyondso they can lead fulfilling lives and build a more just world.

Our student community consists of nearly 7000 elementary middle and high school students in East Palo Alto Oakland San Francisco San Lorenzo San José Redwood City and Stockton. 81% qualify for free or reduced price lunch 34% are multilingual learners and 12% have special needs. We strive to cultivate a representative team of teachers and leaders that reflect our students diversity.

Compensation

KIPP Northern California is dedicated to you and your familys well-being! We offer a competitive salary as well as a comprehensive benefits package including medical dental vision and transportation benefits.

We benchmark annually against comparably-sized non-profit organizations in the regions where we operate to offer competitive salaries. The salary range for this position is between $87000 and $102000. Most candidates would be compensated at $93000.

Required Experience :

Manager

Key Skills

Arabic Speaking,Data Entry,General Ledger Accounting,ABAP,E Learning,Electronics

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 87000 - 102000