Accounts Payable Associate

The Frederick Gunn School, founded in 1850, is a co-ed boarding and day school for students in grades 9-12, as well as a post-graduate year. We serve 330 boarding and day students from around the United States and 20 countries. The 220-acre campus borders the village green of Washington, Connecticut, a small, beautiful, and historic town in the Litchfield Hills. Mr. Gunn had a deep appreciation for the natural world, believing that in nature, students understand themselves as humans and their place in the world. He took a principled stand against slavery and spurred students (and the town at large) to examine their beliefs. In addition to the habits and skills students will need in college and life beyond, we teach them to follow Mr. Gunn’s example : to cultivate wisdom, to be trailblazers, to act with conviction, and to value character as highly as intellect and achievement.

Job Description :

The Accounts Payable (AP) Associate is responsible for processing, verifying, and reconciling invoices and vendor payments. This role ensures accuracy and timeliness in the disbursement process, maintains strong vendor relationships, and supports the overall financial operations of the organization. This position reports to the Controller.

Key Responsibilities :

• Review, code, and process invoices through Paymerang invoice automation in compliance with financial policies and approval procedures.
• Prepare and ensure timely vendor payments via paymerang payments, internally generated checks or electronic payments.
• Secure vendor W-9’s, Certificates of Insurance “COI’s” and all other necessary backup for authorization to comply with the School’s policies. Maintain accurate vendor records.
• Reconcile vendor statements and resolve discrepancies promptly. Communicate with vendors regarding billing inquiries, credits, and payment schedules.
• Administer and maintain the employee BILL / Divvy credit card process, including funding management, activity monitoring and approval verification, coding review, issuing cards, and providing user support. Upload monthly activity to the Financial Edge accounting system.
• Manage the PEX card prefunded athletic meal money program
• Develop and track athletic and school trips and activities budgets and actuals, support the bill home process and expenses assignment
• Add & remove various utility accounts for providers; Track utility payments and usage
• Prepare and distribute monthly budget to actual reports to department heads in a timely manner
• Prepare regulatory reporting such as annual 1099 tax forms for IRS filing and distribution to recipients and the annual State of CT unclaimed property report
• Research and resolve outstanding check issues; document communications
• Perform additional duties as assigned such as maintaining and ordering office supplies and petty cash management
• Ensure new vehicles are added to the School insurance program and disposals removed
• Fund Arbiter athletic referee payment program; record payments in GL
• Support the Controller and CFO with various account reconciliations and historical reporting when requested
• Other responsibilities as assigned
• Must maintain the confidentiality of all student, vendor, employee, and Business Office Records and information

Qualifications :