Financial Operations Specialist

Acelero Learning Camden Philadelphia; South Amboy (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Acelero Learning Camden Philadelphia is seeking a Financial Operations Specialist to support the finance team with accounts payable, vendor management, and expense reimbursements. The role ensures accurate coding, timely payments, and clean records for the Head Start program.

You will administer credit card programs, process reimbursements, and support the Assistant Director, Finance in meeting monthly deadlines and audit readiness. Strong attention to detail and confidentiality are essential.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or related field.
• 2 years of experience in financial administration, bookkeeping, or related finance roles.

Responsibilities

• Manages day-to-day accounts payable processing for delegates, ensuring timely and accurate processing of invoices with approvals and backup.

Skills

Attention to detail

Data entry

Excel

Google Workspace

Vendor management

Accounts payable

Time management

Communication skills

Education

Associate degree in Accounting

Business/Finance background

Tools

AP software

Job description

Are you a socially conscious, dedicated individual who is committed to building a better future for children, families, and their communities? If so, join us as we support early childhood education programs across the country to create positive outcomes for the children and families served.

Mission Statement & Values:

Acelero, Inc. designs and delivers research and evidence-based approaches to eliminate the gaps between young children's inherent potential and their achievement in school and life. With our partners, we accelerate child and family outcomes that honor the aspirations and cultures of the communities we serve. Our values: Data-Informed Learning; Transparent & Open Communication; Growth Mindset; Championing Equality; Caring Teams & Communities.

Job Summary:

The Financial Operations Specialist, is responsible for providing entry-level administrative and clerical support to the finance department to ensure efficient daily operations. This role is responsible for handling accounts payable operations, including processing invoices and managing vendor relationships, as well as administering credit card programs and expense reimbursements. The Finance Administrator works under the direction of the Assistant Director, Finance, and ensures that the high volume of clerical work for the assigned delegates is processed with extreme accuracy and timeliness, while maintaining accurate records to support the broader centralized finance structure and programmatic objectives of the Head Start program.

Essential Duties & Responsibilities:

• Manages the day-to-day accounts payable processing for the delegates, ensuring the timely and accurate processing of all invoices, obtaining necessary approvals, and preparing them for submission.
• Verifies invoices for accuracy and ensures appropriate backup documentation is provided, including correct general ledger and funding source coding.
• Maintains vendor accounts in good standing by ensuring timely payments and maintaining open lines of communication to resolve inquiries.
• Reconciles vendor statements monthly to identify, research, and resolve any discrepancies, including past-due balances or missing credits, ensuring assigned delegates maintain a positive standing with all local and national partners.
• Supports staff and vendors with any payment inquiries.
• Administers credit card programs, including purchasing and employee cards, to ensure compliance, accurate reporting, and monthly statement reconciliation.
• Manages employee expense reimbursements by performing bi-weekly reviews to verify that requested amounts are accurate, appropriate, and correctly coded.
• Maintains proper documentation of all expenditures for reimbursements, petty cash, and purchase orders.
• Serves as the administrator for the FedEx program, managing accounts and communications.
• Handles general office duties, including phone coverage, IT request coordination, office supply management, mail processing, and filing.
• Manages incoming correspondence, ensuring timely distribution within the office and responding effectively to internal and external requests.
• Supports the Assistant Director, Finance and Director, Finance with meeting preparation, document scanning, and other clerical tasks required to keep the regional office running efficiently.
• Participates in assigned meetings, events and training as required.

Non-Essential Duties:

• Assists with compiling responses and tracking audit requests, such as supporting Federal Monitoring Reviews and the annual Self-Assessment (SASCIE).
• Performs any and all other duties (or functions) as assigned.

Job Requirements:

• Associate's degree in Accounting, Finance, Business Administration, or a related field required.
• 2 years of experience in financial administration, bookkeeping, or related finance roles required; experience with high-volume invoice processing and vendor management is essential.
• Physical exam and background checks are required for this position.

Knowledge, Skills, & Abilities:

• Demonstrated attention to detail and a high degree of accuracy in data entry.
• Ability to handle sensitive financial information with confidentiality and discretion.
• Proficient in Google Workspace and Excel spreadsheets; experience with accounting systems or AP software is a plus.
• Strong organizational and time management skills, with the ability to prioritize a workload effectively.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively within a team environment.
• Must be honest, dependable and able to meet deadlines.

Physical Requirements:

• Physical Requirements: Ability to sit most of the time with some bending and reaching.
• Ability to stand, walk, and bend periodically.
• Ability to engage in repetitive movement of wrists, hands, and fingers - typing and/or writing.
• Ability to work frequently at close visual range (i.e. preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading).
• Ability to receive and resp