Charlotte Latin School is seeking an Accounts Payable Specialist to join the Business Office.   The Accounts Payable Specialist duties include processing all payables for the School including credit card management.   This is a part-time, 12 month position.

Essential Duties and Responsibilities

  • Manage the accuracy and productivity of the day-to-day payables function. Enter payables & prepare vendor checks.

  • Manage the credit cards for the school and supervise entry of transactions into the general ledger, answer questions, and make sure the program runs smoothly.

  • Record capital expenditures and assist Controller in managing fixed assets for the school

  • Serve as liaison to Parent Associations.

  • Review vendor IRS form W-9s for completeness. Prepare IRS Form 1099s for all eligible vendors and file appropriate reports with the IRS.

  • Reconcile and prepare NCDOR form E-585 for tax refunds.

  • Maintain and balance accounts payable ledgers and subsidiary accounts by verifying, allocating, posting, and reconciling transactions. Resolve discrepancies as needed.

  • Prepare and process various fiscal year-end accounting and closing tasks in preparation for the annual financial statement audit and 990 preparation.

  • Ensure timely and accurate vendor payment and documentation of payment processing.

  • Maintain and comply with required document retention policies.

  • Track and submit unclaimed property to the state of North Carolina in compliance with state rules.

  • Assist in monthly closing procedures on a timely basis.

  • Participate in developing department goals, objectives and systems.

  • Comply with school policies and procedures.

  • Performs other duties as needed.

Supervisory Responsibilities

  • None

Education and Experience

  • Bachelors degree and five years bookkeeping experience preferred.

  • Experience with US Generally Accepted Accounting Principles (G.A.A.P).

  • Must understand state & federal laws in the area of nonprofits.


  • Performs work with a constant awareness of improving processes necessary for positive growth.

  • Working knowledge of payables, general ledger and chart of accounts. Must be familiar with credit card processing.

  • Has the ability to complete tasks ahead of schedule. Always willing to go the extra mile to complete projects on schedule. Does not give up on tasks until completed in a quality manner.

  • Communicates clearly and effectively to others the steps in a process and the importance of following that process. Clearly understands the rationale for why processes must follow certain steps.

  • Can identify multiple projects and prioritize them in order to meet required deadlines.

  • Adheres to the highest level of professionalism by demonstrating honesty, integrity, discretion and maturity.

  • Initiate proactive communication with school offices.

  • Consistently practices good customer service with internal employees and vendors.

  • Ability to manage database systems. Senior Systems experience a plus.

  • Experience with excel and other spreadsheet applications.

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