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Lycée Français de Chicago · 1 day ago

Purchasing and Accounts Payable Administrator

Chicago, IL

Full-time

Onsite

Mid Level

$60K/yr - $70K/yr

3+ years exp

The Lycée Français of Chicago is seeking a highly organized and experienced Purchasing and Accounts Payable Administrator to manage all aspects of accounts payable and procurement. This role involves overseeing payment cycles, resolving outstanding issues, and maintaining vendor accounts while also participating in cash flow forecasting and procurement activities.

Primary/Secondary Education

Culture & Values

Responsibilities

Manage weekly accounts payable payment cycles for vendors, employees, student parents, and students, assuring timely issuance of check payments to avoid late fees. They provide the open AP pool summary report and coordinate the required cash flow needs for various payable batches

Research and resolve outstanding payable issues with vendors, employees, and students

Oversee and conducts the entire Lycée's cost coding process according to the charter of accounts and cost allocation policies

Maintain proper accounts payable setup for all vendor accounts and conduct an annual cleanup of vendor, staff, and student accounts

Monitor and maintain the school’s subcontractor files and their monthly utilization

Ensure all invoices to be processed have an appropriate and approved purchase order and respective supplemental documents (e.g., bill of lading, shipping slips), including proper cost codes and approval signatures from Administrators or Executive Management

Conduct the weekly check run every Thursday, with check distribution on Friday, ensuring all checks reflect the full address

Submit positive AP batch files and process international payments through the bank FX system regularly

Prepare and reconcile accounts payable records monthly (sub-module AP) with the general ledger, providing reconciliation documents to the CFO

Investigate uncashed checks, find payees, and reissues or voids checks as appropriate

Maintain IRS W9 forms for all vendors annually, assuring no invoices are processed without a copy in the electronic file

Prepare and file government vendor reports, such as year-end 1099s, by the governmental deadline

Determine work procedures, prepare work schedules, and expedite workflow, including suggestions for Lycée’s internal forms. They conduct regular revision and potential consolidation of forms in both English and French

Participate in the monthly account close and ensure all invoices and credit card charges have been entered for the respective accounts and appropriate time periods

Prepare and update the weekly cashflow forecast used by the CFO to forecast cash needs and helps ensure liquidity is maintained while maximizing return on investments

Search and prepare competitive analyses of technology products to improve efficiencies in the AP, invoice and credit card processing areas including the use of AI tools

Obtain quotes, negotiate with vendors, and promptly execute purchases

Assist with transportation and accommodation financial transactions for field trips and special events, issuing invoices to participants as needed

Track deliveries, resolve backorders, shortages, or defects with vendors, and coordinate summer orders

Apply allocation and record employer contributions to Employee benefits for each payroll

Distribute to cardholders, account for, and reconcile monthly payments made by credit card

Add fixed assets on a monthly basis in the fixed assets module of Blackbaud

Record checks issued out of the Athletic Wintrust checking account, record French bank loans and monthly transactions, and perform monthly Banque Transatlantique reconciliations

Review monthly field trips and prepaid/expense transactions with the Senior Accountant

Prepare support for prepaid expenses

Meet all set deadlines relating to providing PBC schedules and support for the annual audits

Attend finance meetings with the CFO and be prepared to provide agenda points of critical issues with respective solutions

Perform other related duties as assigned

Qualification

Accounts Payable softwareBlackbaud Financial EdgeAccounting experienceMicrosoft Office proficiencyFluency in FrenchClient service skillsTime managementOrganizational skillsProblem-solving skillsCommunication skills

Required

Bachelor's degree in accounting, business administration, or finance

Minimum of 3-5 years of experience in accounting, with experience in a similar role

Proficiency with the Microsoft operating system, Google Drive, Word, and Excel

Required knowledge of accounts payable software; strong preference for experience with Blackbaud's Financial Edge accounting software and its Accounts Payable module

Excellent client service skills and adherence to ethical and confidentiality guidelines

Ability to learn and teach established processes, recommend best practices, and streamline workflows

Strong time management and organizational skills

Effective written and verbal communication skills, especially for complex financial issues

Problem-solving skills with the ability to grasp complexities and perceive relationships among issues