Financial Operations Specialist (Immediate Opening)

Financial Operations Specialist

Mission:

The Financial Operations Specialist is solely responsible for managing the Foundation’s full-cycle disbursement function. This role independently oversees and executes all vendor payments and other financial distributions accurately, timely, and in compliance with Foundation policies and donor requirements.

As the single point of accountability for disbursement activity, the Financial Operations Specialist upholds internal controls, ensures audit readiness, and safeguards the Foundation’s financial integrity through disciplined documentation, compliance oversight, and accurate financial reporting.

Supervisory Responsibilities:

N/A

Location:

This is a full-time position based in Texas, with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate.

Travel Expectations:

Up to 20% based on team stepbacks and professional development

What You’ll Do – Accountabilities

Essential Duties:

· Full-Cycle Disbursement Management- Independently manage and execute the Foundation’s complete disbursement process, including vendor payments, employee reimbursements, scholarships, grants, gifts and other financial distributions.

· Payment Processing- prepare and process payment runs via ACH, check, and wire transfer, ensuring timeliness, accuracy and compliance with established procedures.

· Vendor Management –Maintain vendor onboarding documentation, including W-9 collections and compliance records; serve as primary contact for vendor and payment related inquiries. Prepare, file and maintain all required IRS Form 1099 reporting.

· Review, Coding & Authorization Oversight- verify accuracy of documentation, fund coding, budget alignment and required approval prior to releasing payments.

· ssue Resolution – Research, analyze, and resolve discrepancies related to invoices, purchase orders, and account status.

· Compliance & Audit – Ensure 100% compliance with Foundation Policies and provide all audit documentation accurately and on time.

· Reporting & Process Updates- maintain accurate reporting of disbursement activity, including outstanding liabilities and ensure thorough documentation standards. Recommend and implement procedural improvements to enhance compliance, transparency, and effectiveness.

Additional Duties and Responsibilities:

· Month-End Close – Verify that all expenditures are allocated to the correct month and meet closeout deadlines.

Knowledge and Skills – Competencies

• Make Strategic Decisions: This team member makes informed decisions by gathering reliable information, asking clarifying questions, and evaluating multiple options. They thoughtfully align their choices with team objectives, current responsibilities, and the broader mission of the organization.

• Manage Work and Teams: This team member sets clear, measurable goals and regularly reflects on progress, adjusting actions as needed. They prioritize work aligned with their goals using a task management system and consistently meet deadlines through effective time management.

• Grow Self and Others: This team member demonstrates self-awareness by actively seeking and thoughtfully responding to feedback with curiosity and a growth mindset. They identify development areas, implement feedback when appropriate, and pursue opportunities to build their knowledge and skills.

• Build a Culture of Trust: This team member proactively builds strong personal and professional relationships with individual stakeholders and regularly seeks feedback to improve their work experience. They create a supportive environment where others feel safe to take risks and learn from mistakes without fear of retribution.

• Communicate Deliberately: This team member communicates thoughtfully by anticipating potential misunderstandings and providing necessary context to ensure clarity. They leverage structured communication channels to address challenges, ask meaningful questions, and guide conversations toward solutions, while actively listening to the concerns of others.

Additional Skills:

· Proficiency in accounting and financial management software.

· Strong understanding of accounts payable processes, vendor management, and disbursement controls.

· Knowledge of IRS form 1099 reporting requirements and vendor tax compliance processes.

· Ability to interpret financial policies, donor restrictions, and fund coding structures.

· Strong data entry accuracy.

· Ability to manage multiple deadlines and prioritize workload.

· Clear and professional written and verbal communication skills.

· Strong problem-solving skills with the ability to resolve discrepancies independently.

Required Education and Experience:

· High School Diploma or GED

· Minimum of 2 years of professional experience in Accounts Payable, preferably within an education or public sector environment

Preferred Education and Experience:

· Associate's or Bachelor’s Degree

Physical Requirements:

· Must be able to sit for extended periods while performing computer and desk-based tasks

· Must be able to operate standard office equipment

· Must be able to lift 20lbs

What We Offer:

Compensation & Benefits:

Salaries for people entering this role typically fall between $58,400 and $67,200, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment.

Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

Application process:

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.

Learn more about IDEA

At IDEA the Staff Experience Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members. Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values