Accounts Payable Associate
Published: 07/10/2025
Since 1800, when St. Madeleine Sophie Barat founded the Society of the Sacred Heart in France, Religious of the Society of the Sacred Heart and lay Sacred Heart educators have carried out her imperative of educational excellence. Today, the Network of Sacred Heart schools is an association of 25 Catholic schools across the United States and Canada, and nearly 150 schools internationally. Independent yet united in spirit and purpose, the international community of Schools of the Sacred Heart believes in educating the whole child and preparing her to live fully and wisely. At the core of the Sacred Heart education the Goals and Criteria are the principles that express the intentions and hopes of our 200-year tradition.
Carrollton's culture and identity are bound inextricably to the vision set forth in the Goals and Criteria of Sacred Heart Schools. These values form the moral compass that influences the choices made within our community. Learning to draw upon these values during their school days, Carrollton graduates become women of conviction, courage, and confidence.
Under the leadership of the Director of Finance and as a key member of the Business Office, the Accounts Payable Associate is responsible for managing all aspects of the accounts payable process and plays an important role in maintaining timely and accurate financial records in support of the school’s operations.
Essential Duties and Responsibilities:
Invoice & Payment Processing:
- Review and process all vendor invoices and check requisitions with attention to accuracy, documentation, approvals, and G/L account coding.
- Coordinate invoice review and approvals with the Director of Finance, Head of School, and/or President.
- Upload invoices batches to Paymerang, our payment automation platform; process exceptions via ACH or printed checks, as authorized.
- Enter invoices paid by autopay and prepare recurring payables monthly/quarterly.
- Submit Positive Pay files and place stop payments as needed.
- Manage unpaid invoices and follow-up on outstanding checks monthly.
Vendor Management:
- Maintain accurate vendor records and respond to payment inquiries, discrepancies, tax exemptions, etc.
- Ensure Form W-9s are on file for all relevant vendors.
- Oversee the 1099 filing process, including IRS submissions and vendor distributions.
- Conduct open credit memo analysis and coordinate vendor refunds.
- Review vendor terms and pricing to ensure cost effectiveness.
- Assist in identifying vendors with high or increasing spend to evaluate opportunities for improved pricing or terms.
Monthly/Annual Financial Close:
- Review and enter credit card expenses, ensuring supporting documentation, policy compliance, approvals, and proper coding.
- Maintain the fixed asset subledger and monitor capital project progress.
- Review and reconcile AP accounts monthly; prepare analysis as requested.
- Ensure compliance with IRS regulations, internal controls, and financial policies related to AP and vendor management.
- Assist with audit preparation and documentation related to accounts payable.
Collaboration and Efficiency:
- Assist with implementing and refining a purchase order process.
- Educate staff as needed on AP documentation requirements and expense procedures.
- Support efforts to streamline processes and implement best practices in accounts payable.
- Partner with departments across the school to ensure accurate and timely expense processing.
- Provide backup and cross-functional support to other members of the Business Office as needed.
Required Qualifications:
- Bachelor’s degree in Accounting, Finance, or related field.
- Minimum 3 years of accounting experience, preferably with a focus on accounts payable.
- Strong organizational skills and attention to detail.
- Proficiency in Microsoft Office.
- Ability to carry out duties and responsibilities in an accurate and timely manner with a high degree of autonomy, personal initiative, and ownership.
- Highest regard for confidentiality and exemplary ethical standards is necessary.
- Strong communication and relationship-building skills across all stakeholder groups.
Preferred Qualifications:
- Experience in nonprofit or mission-driven organizations.
- Experience in an independent school or educational environment.
- Familiarity with Veracross and Paymerang/Corpay.
- Comfortable using Google Workspace (Docs, Sheets, Gmail, etc.).
To apply: Send resume with cover letter addressed to Natalie Glassman at [email protected] and apply on our website, carrollton.org.
Subject line should read: Accounts Payable Associate.
