Accounts Payable Specialist

KIPP Public Schools Northern California; Oakland (CA); Hybrid; USD 47,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Paid time off

Retirement plan with employer contrib.

Commuter benefits

Hybrid work environment

Job summary

KIPP Northern California is seeking an Accounts Payable Specialist (Associate) in Oakland. You will ensure accurate, on-time payment of vendors and staff, maintain clean AP records, and support month-end close under the Controller and AP Manager guidance.

Responsibilities include processing invoices in Ramp, managing vendor data, handling reimbursements and card transactions, and assisting with 1099 reporting. This hybrid role emphasizes compliance, accuracy, and process improvements.

Qualifications

• 1–2 years of experience in accounts payable or another accounting role, including invoice processing.
• Bachelor's degree in Accounting, Finance or related field, or equivalent combination of education and experience.
• Working knowledge of AP processes, GL coding, reimbursements, internal controls and 1099 reporting.
• Ability to use accounting software, spreadsheets, and digital recordkeeping systems to process transactions.
• Strong attention to detail and clear communication with vendors and non-finance colleagues.

Responsibilities

• Process invoices in Ramp with correct entity and GL coding for timely approvals.
• Track bills pending school/RSO approval, onboarding of vendors and outstanding checks weekly.
• Maintain vendor records (W-9s, bank details, payment methods) and respond to inquiries.
• Review employee reimbursements, mileage, and card transactions per policy and escalate exceptions.
• Complete AP-related journal entries and manual checks in Sage Intacct, aiding month/year-end close.
• Reconcile AP with AR and support 1099 reporting and filings.
• Support school staff on AP policies, deadlines and systems; contribute to workflow improvements.

Skills

Attention to detail

Communication

Time management

Education

Bachelor's degree in Accounting/Finance

Tools

Ramp

Sage Intacct

Spreadsheets

Job description

Description

Accounts Payable Specialist

Department

Accounting

Reports to

Controller

Location

Oakland

Type

Full-time

FLSA Status

Non-Exempt

Schedule

Full year

Role

Accounts Payable Specialist (Associate)

About KIPP NorCal

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 choose—college, career, and beyond—so they can lead fulfilling lives and build a more just world.

Our student community consists of nearly 7,000 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.

Role Overview

The Accounts Payable Specialist ensures that KIPP NorCal's vendors and staff are paid accurately, on time and in line with fiscal policy, safeguarding the public funds that support our schools. Reporting to the Controller, with day-to-day direction from the AP Manager, this role maintains accurate accounts payable records and contributes to timely month-end and year-end closing processes for schools and Regional Support Office (RSO) departments. This role has no direct reports.

In this role, you execute assigned tasks with quality and on time, working within a scope set by others. You decide how to approach your work; you escape anything outside it.

Core Responsibilities

Accounts Payable

• Execute invoice processing in Ramp, assigning each bill to the correct entity and verifying GL coding and required fields, so that bills move through approval without errors or rework.
• Track bills pending school and RSO approval, vendor onboarding and outstanding checks each week, following through so vendors are paid accurately and on time.
• Maintain accurate vendor records, including W-9s, validated bank details and payment methods, and respond to vendor payment inquiries to ensure secure payments and a steady shift from check to ACH.
• Executes reviews of employee reimbursements, mileage submissions, and credit card transactions against established fiscal policies, escalating exceptions to the AP Manager.

EOM and EOY Closing

• Complete assigned AP-related journal entries and manual checks in Sage Intacct accurately and on schedule so month-end and year-end close stay on track.
• Completes assigned AP and payroll balance sheet reconciliations, collaborating with Accounts Receivable, to ensure financial records are accurate and audit-ready.
• Supports annual 1099 reporting by completing
• annual 1099 review and support 1096 and 1099 filings so the organization meets IRS reporting requirements.
• Maintains organized
• AP records and follow internal controls to ensure compliance with fiscal policy, grant regulations and public funding requirements.

Stakeholder Support and Process Improvement

• Support school and department staff on AP policies, deadlines and systems so payment requests are coded correctly and submitted on time.
• Contribute ideas that reduce manual work and strengthen AP workflows, and support special projects as assigned.

KIPP Leadership Competencies

• Lead Self: You seek feedback, reflect on your strengths and growth areas, and build the job-specific skills needed to do your work well.
• Lead People: You lead with integrity, follow through on commitments, and collaborate openly — contributing to team purpose and bringing others along.
• Lead Results: You manage your workload, meet deadlines, solve routine problems, and escape thoughtfully when something is beyond your scope.

Knowledge & Skills

Experience

Required Qualifications

• 1–2 years of experience in accounts payable or another accounting role, including invoice processing and vendor payments.

Education

• Bachelor's degree in Accounting, Finance or a related field, or equivalent combination of education and experience.

Knowledge/skills

• Working knowledge of AP processes, including GL coding, reimbursements, internal controls and 1099 reporting.
• Ability to use accounting software, spreadsheets, and digital recordkeeping systems to process transactions, maintain accurate records, and meet deadlines.
• Strong attention to detail and clear communication with vendors and non-finance colleagues.

Preferred Qualifications

• Experience in a nonprofit, school or publicly funded organization.
• Familiarity with nonprofit accounting, month-end close and audit preparation.
• Familiarity with Ramp, Sage Intacct, or comparable accounts payable and accounting systems.

Role Details

Work Setting

Hybrid

Travel Expectation

Back-end support

Driver’s License

Not required

Physical Demands

Ability to navigate office and school campuses, use technology, and occasionally lift or carry materials [up to 20 lbs].

Mental Demands

Ability to manage competing priorities, concentrate for sustained periods, analyze complex information, and make decisions under normal work pressures.

Environmental

Office/RSO environment subject to regular interruptions and distractions

KIPP Northern California is committed to providing reasonable accommodations for qualified individuals with disabilities to perform the essential functions of this position.

Compensation

KIPP Northern California is dedicated to you and your family's well-being! We offer a competitive salary as well as a comprehensive benefits package.

• Benefits include medical, dental, vision coverage, paid time off, retirement plan with employer contribution and commuter benefits.

We benchmark annually against comparably-sized non-profit organizations in the regions where we operate, to offer competitive salaries. The hourly rate for this position is between $34.13 and $40.38. Most candidates will be compensated at $35.58