Accounts Payable Specialist II

By joining the National Student Clearinghouse, you can be sure that the work you do now will help shape the future of education and the workforce in the U.S. As the trusted source for higher education data since 1993, the Clearinghouse is the leading provider of transcript and data exchange services, automated enrollment and degree verifications, learner insights and research, and compliance solutions for schools, businesses, and learners nationwide. As a 501(c)(3) nonprofit organization, the Clearinghouse works with nearly 3,600 postsecondary institutions to meet their compliance needs and with thousands of high schools and districts to provide continuing collegiate enrollment, progression, and completion statistics about their alumni. In addition, the Research Center publications inform policymakers and business leaders about student educational pathways. Using our unique combination of data, analytics, and software to drive our mission, security and privacy is paramount. Join us as we continue to invest in our talent and new advanced technologies to unlock the power of data on behalf of all learners.

The Specialist II, Accounts Payable thrives in a fast-paced environment and ensures accurate, timely processing of vendor invoices and payments while responding to internal and external inquiries with excellent customer service. This role supports month end close activities related to Accounts Payable function, maintains vendor records, manages the AP shared inbox, and partners with Procurement/Operations to resolve discrepancies and improve the procure to pay process.

Additional duties include recording Accounts Payable (AP) invoice and travel expense reimbursements, processing weekly, monthly, and quarterly Degree Verification and Transcript order surcharge payments to institutions, maintaining and processing vendor surcharge revenue forms, and sales tax exemptions, maintaining accurate vendor records, preparing monthly journal entries for AP invoice and expense accruals, and ensuring all grant expenses are properly recorded and adequately documented. Assists the Controller, CFO, Finance Operations Manager, Accounting Manager, and FP&A team in reporting and analyzing financial and operating results.

Currently, this is a remote-first position, and this position may be required to periodically work on-site at our office and the frequency would depend on the department/division's requirements. Therefore, candidates must either reside within a reasonable distance to commute to our office or be willing to travel to our office in Herndon, when required.

• Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic.
• Process high volumes of Vendor invoices (PO and non- PO), including review, coding, approval routing and posting ensuring timely and accurate payments in accordance with established terms and policy.
• Prepare & process weekly, monthly, and quarterly vendor invoices and surcharge payments, monthly refunds, employee travel and expenses reimbursements and corporate card transactions.
• Perform two-way/three-way match (PO, receipt,/invoice) and research, resolve and escalate discrepancies prior to payment.
• Execute regular/weekly payment runs (checks, ACH, wires) according to payment terms.
• Reconcile vendor statements, aged items and disputed invoices.
• Respond to vendor and internal inquiries; monitor and manage AP shared inbox.
• Process employee travel and expense reports and corporate card transactions in RAMP system.
• Prepare AP accruals, prepaid expenses entries and supporting schedules; reconcile the AP trade account to the general ledger as part of month end close.
• Maintain accurate vendor master data and verify W 9/tax documentation.
• Support annual 1099 reporting and other required regulatory filings in compliance with IRS guidelines.
• Partner with the Manager, Accounting Services Team leadership, Finance, Procurement and HR to resolve invoice, surcharge and expense exceptions and support reporting and analysis need.
• Develop, document, and maintain AP processes, SOPs, job aids and assist with AP and expense system training for employees.
• Identify and implement process improvements, automation opportunities, and efficiency enhancements in a fast paced, high- volume environment.
• Other duties as assigned.

Position may be required to perform other duties as required. These essential functions are representative of those that must be met by an employee to successfully perform the job. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions.

• Bachelors degree in Accounting, Finance, or related field or equivalent direct and relevant work and/or military experience. A combination of education and experience including military service will also be considered.
• 3 years of direct and relevant accounts payable functions experience, with a strong focus on GAAP compliance.
• Experience with Salesforce or similar CRM tool.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and standard Accounts Payable bookkeeping and reconciliations.
• Demonstrated experience processing invoices, expense reports, and vendor payments accurately and on time preferably in a high- volume transaction company.
• Familiarity with 1099 reporting and year - end financial procedures.
• Demonstrated proficiency in excel skills (e.g., VLOOKUP, pivot tables) and with Microsoft Office suite.
• High level of accuracy in data entry and record-keeping; strong analytical and problem solving skills; excellent verbal and written communication.
• Ability to provide outstanding customer support, facilitate problem solving, and balance multiple priorities in a deadline driven environment.
• Ability to work independently and collaboratively; professional, positive, and personable demeanor.
• Must live within a commutable distance to Herndon, VA or in one of the Clearinghouse's approved States for hiring purposes. Refer to our HR Policies Page, located on our Careers site at https://www.studentclearinghouse.org/careers/human-resource-policies/, for more details.
• Must be currently authorized to work in the United States on a full-time basis. We do not intend to sponsor external applicants for work visas, and may consider sponsorship only if no qualified candidates can be found who are authorized to work without sponsorship.
• Must be at least 18 years old.

Additional Desired Qualifications

• Experience with Sage Intacct or similar accounting software; experience with AP automation platforms.
• Previous experience working in a high-transaction volume company.
• Experience with Avalara Sales Tax software.
• Prior work in non-profit or multi entity environments.
• Experience with Google sheets and Power BI is a plus.
• Ability to manage high volume payables across multiple entities.

• Use of a computer for 8 or more hours a day.
• Use of a telephone and/or copy machine.
• Frequently required to sit for 7 or more hours per day.
• Occasionally required to use hands and fingers to operate, handle, and reach.
• Vision abilities include close vision and the ability to adjust focus.
• Ability to work overtime as required/needed during peak times (month end, quarter end and year end close, annual audits, etc.).

The National Student Clearinghouse provides a robust benefit program designed to help meet the needs of each employee and their family, both now and in the future. We offer comprehensive medical, dental, and vision insurance, as well as life and disability insurance benefits, for employees and their qualified dependents. Health care, dependent care, and limited purpose flexible spending accounts, as well as a health savings account with annual employer contributions of $300 for employees and $600 for employees who are enrolled with their spouse and/or dependents, voluntary supplemental health plans for Accident and Hospital Indemnity coverage, and infertility coverage are options available for employees to set aside pre-taxed dollars for certain qualifying expenses. We offer a very generous 401k matching contribution program with the opportunity to defer pre-tax and Roth contributions, as well as catch-up contributions for those who are eligible! We are proud to offer a competitive paid leave program consisting of vacation, sick, and personal time, as well as paid holidays, up to 3 weeks of paid parental leave during a 12-month period , and up to 5 days of paid military leave per calendar year . Vacation time will accrue based on length of service, and new full-time hires can accrue up to 13 days of vacation and up to 10 days of sick time per year. On an annual basis, new employees may use up to 32 hours of accrued sick time as personal time. Additionally, the Clearinghouse observes at least 15 paid holidays per year, including company year-end close between Christmas and New Years Holidays.

Another perk is that employees have the option to get reimbursed for basic wholesale company and roadside assistance memberships (e.g., Costco and AAA) and to request a buy back on portions of unused accrued vacation based on tenure and certain other qualifications. Employees can further their education and professional development by using our Employee Education Assistance Program, which establishes reimbursement for qualified education expenses upon successful completion of the program, and leveraging the enterprise-wide LinkedIn Learning subscription. There are additional employee benefits too, including but not limited to, mental health with up to eight free therapy sessions for employees and their family members and well-being reward benefits. With the Clearinghouse being an eligible 501(3)(c) nonprofit organization, employees are eligible for service credit towards the Public Service Loan Forgiveness program (PSLF). To find out more, please request a copy of our Benefits at a Glance!

Additionally, we reasonably believe that the salary range for this position is between $57,000 - $67,000.

The pay range listed above represents a general guideline and is not a guarantee of compensation or salary, and the National Student Clearinghouse considers a number of factors when determining base pay for offers, which include but are not limited to, responsibilities and scope of the job and the candidate's experience, education, knowledge, skills, and abilities, as well as internal equity and alignment with market data.

Internal Candidates: If you feel that you qualify and meet the requirements of the job, we highly encourage you to apply and focus on preparing for the application process. Once the final candidates are selected, they can anticipate a review of the compensation prior to any offer made.

This job announcement was posted to the National Student Clearinghouse's Careers site at www.studentclearinghouse.org/careers on 1/30/2026 and the online application period will be open for at least 3 days. A completed online application is required to be considered for this opportunity.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities: The National Student Clearinghouse is proud to be an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status (or known to have a spousal, family, business, social or other relationship or association with a protected veteran), sexual orientation, genetic information, arrest record, natural hairstyle, or any other characteristic protected by applicable federal, state, or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Pay Transparency Notice: The National Student Clearinghouse is a federal contractor that abides by all applicable equal opportunity laws and regulations. Under these laws, companies doing business with the federal government must provide applicants and employees with certain policies, including the following information. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)