Accounts Payable Assistant Jobs in Reston, VA (NOW HIRING)

ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve society’s greatest challenges. It is headquartered in Washington, DC, and has a campus in Aspen, Colorado, as well as an international network of partners.

OFFICE OF FINANCIAL OPERATIONS

The mission of the Office of Financial Operations (OFO) is to deliver timely and accurate financial reporting, analysis, and guidance that allows the Institute to pursue its programmatic goals and provide financial confidence in the organization. The OFO principally assists the organization's various programs and departments and its Board of Trustees by planning, organizing, and directing financial activities in compliance with all applicable federal, state, and local laws as well as the standards set forth by the Government Accounting Standards Board (GASB) and Generally Accepted Accounting Principles (GAAP). OFO promotes sound fiscal management through leadership, policy, and oversight.

ABOUT THIS ROLE

We are seeking a skilled Accounts Payable Manager to join our team. The successful candidate will ensure the accurate and timely processing of vendor invoices, manage the weekly cash disbursement process, oversee annual 1099 tax preparation, and resolve vendor-related issues. This role demands strong attention to detail and the ability to collaborate effectively across the organization. The Accounts Payable Manager will also lead and mentor direct reports, fostering their professional development and conducting performance reviews.

 This position reports to the Director of Accounting and Treasury Unit and collaborates closely with all departments. The salary range for this position is $116,100 - $148,400. In accordance with our Reimagining Work policy, the Accounts Payable Manager should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance

WHAT YOU WILL DO

• Process Improvement: Develop and implement changes to workflows and procedures to enhance efficiency and accuracy in accounts payable operations.

• Invoice Management: Oversee the invoice process, ensuring correct coding and timely approvals. Investigate and resolve any discrepancies.

• Payment Oversight: Review accounts payable aging reports and payment requests, ensuring timely processing of invoices and payments.

• Supplier Management: Coordinate monthly verification of open receipts and manage the setup of new suppliers, including payment terms and banking details.

• Collaboration: Build strong relationships with Finance team members and other departments to address processing issues and manage vendor relationships.

• Month-End Closing: Ensure timely and accurate month-end closing for Accounts Payable, including monthly liability accruals, in accordance with internal controls.

• Software Implementation: Oversee implementation and testing of software upgrades as necessary.

• Expense Programs: Administer employee reimbursement processes and the T&E program, providing training and communication regarding program changes.

• Compliance: Ensure compliance with 1096/1098/1099 filings and prepare, reconcile, and transmit annual 1099 reporting.

• Customer Service: Respond promptly to internal and external inquiries regarding invoice and expense report statuses, providing excellent service to all stakeholders.

• Risk Management: Conduct OFAC checks for international and selected domestic vendors, processing domestic and international wires as needed.

• Training Development: Provide companywide training on Concur, Tipalti and the overall Accounts Payable process in collaboration with the Senior Learning Specialist, who will assist in creating training materials for Institute staff.

• Diversity Compliance: Work with the DEIC team and OFO management to uphold the Institute's supplier diversity policy.

Additional Support

• Assist all Accounts Payable team members as needed and provide backup support during high-volume periods or staff absences.

• Support the Director of Accounting and Treasury Unit, and VP of Finance as required.

WHAT YOU WILL NEED TO THRIVE

• Bachelor's degree in finance, accounting, business, or a related field, with 7+ years of relevant experience in accounts payable; or an equivalent combination of education and experience.

• Minimum of 2 years of supervisory experience required.

• Progressive accounting/accounts payable experience with a solid understanding of US GAAP.

• Proficient in accounting software, including Purchasing, Accounts Payable, and T&E modules, as well as Concur.

• Strong organizational and interpersonal skills, with the ability to manage complex information and prioritize tasks effectively.

• Excellent communication skills, characterized by diplomacy and thorough follow-through.

• Proficient in Microsoft Office Suite, particularly Excel, with strong attention to detail.

HOW TO APPLY

To be considered please complete an application, provide a resume and a cover letter.

ADDITIONAL INFORMATION
The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.
The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.
The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or hav questions about accessibility, please email hrsupport@aspeninstitute.org or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability