ABOUT US

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

OFFICE OF FINANCIAL OPERATIONS

The mission of the Office of Financial Operations (OFO) is to deliver timely and accurate financial reporting, analysis, and guidance that allows the Institute to pursue its programmatic goals and provide financial confidence in the organization. The OFO principally assists the organization's various programs and departments and its Board of Trustees by planning, organizing, and directing financial activities in compliance with all applicable federal, state, and local laws as well as the standards set forth by the Government Accounting Standards Board (GASB) and Generally Accepted Accounting Principles (GAAP). OFO promotes sound fiscal management through leadership, policy, and oversight. The OFO does this via its Guiding Principles:

Accountability and Integrity – We take responsibility for our actions and work to leverage limited resources to deliver the greatest value possible. As stewards of the Institute’s finances, we are committed to developing and managing a system of internal controls that provides confidence in the Institute’s finances to both internal and external audiences.

Excellence – We strive to be an initiative-taking group that establishes and achieves meaningful goals, measures performance, and communicates results. We value individual excellence and collective success. We serve as the focal point for the Institute’s fiscal management, embracing opportunities for change and improvement while being accurate and timely with our work.

Stakeholder Focus – We value and maintain strong partnerships in achieving our goals. We reach out and listen to our stakeholders to ensure that we are informed about their unique requirements, and they are informed about our capabilities as service providers. We are an organization-focused team, actively developing and providing new tools and support to meet the requirements of the organization.

Workforce – We respect and value a highly skilled, enthusiastic, motivated, service-oriented, and diverse workforce. We encourage innovation and thoughtful problem solving. We invest in continuing professional development for all employees to ensure a technically competent and knowledgeable workforce.

ABOUT THIS ROLE

The Accounts Payable Specialist plays a key role in ensuring the accuracy, integrity, and timely processing of all accounts payable transactions for the Aspen Institute. This position oversees the full lifecycle of invoice processing and vendor payments, manages the Accounts Payable Management System (Tipalti), and provides comprehensive support to the Accounts Payable Supervisor. The Accounts Payable Specialist is also responsible for upholding internal controls, ensuring compliance with Institute policies, and delivering exceptional service to both internal staff and external vendors.

This role reports directly to the Accounts Payable Superivsor. The salary range for this role is $72,000 - $80,000. The expectation is for this role to be in our Washington D.C. office a minimum of 2x a week to collaborate with colleagues.

WHAT YOU WILL DO

• Oversee and manage the Accounts Payable Management System (Tipalti), ensuring timely, accurate, and efficient processing of all payments.
• Facilitate the setting up of new domestic and international vendors, ensuring proper documentation and compliance.
• Address and resolve vendor account issues promptly and professionally.
• Ensure that all invoices and check requests have the necessary approvals in line with the Institute’s Delegation of Authority.
• Verify that payments are directed to the correct vendor.
• Confirm that vendor invoices are accurate, complete, and not quotes or statements.
• Ensure contract payments are properly supported with executed agreements, payment schedules, and necessary documentation.
• Audit all payment requests to ensure proper supporting documentation has been correctly submitted.
• Reconcile vendor statements to AP records, ensuring all transactions are accounted for and discrepancies are addressed.
• Serve as the primary lead for semiweekly payment runs via Tipalti, including checks, ACH, wire transfers, e-checks, and card payments.
• Apply currency adjustments and wire fees to invoice records in the ERP after payment processing.
• Respond to both internal and external inquiries related to invoice and employee expense report statuses, ensuring timely and professional communication.
• Provide excellent customer service to both internal Institute staff and external vendors.
• Offer assistance to Tipalti users as needed and ensure smooth system navigation.
• Oversee the payment reissuing process and resolve payment voids when required.
• Follow up on outstanding checks and reissue payments as necessary.
• Assist the Accounts Payable Supervisor with special projects, including 1099 and 990 vendor maintenance.
• Remain knowledgeable in the duties of the Travel Expense Specialist and provide backup coverage when needed.

WHAT YOU WILL NEED TO THRIVE

• 2 - 3 years of work experience performing accounts payable processing, which includes performing responsibilities that involve processing invoices, 1099s, and travel and expense reimbursements.
• Associate degree in Accounting or Business Administration, or equivalent combination of education and work experience required; An equivalent combination of education and experience may be considered.
• Demonstrated attention to detail in performance of tasks, with ability to identify errors or missing information prior to processing of invoice or expense report.
• Track record of handling multiple tasks and maintaining perspective and positive “can-do” attitude.
• Excellent communication (written and verbal), organizational and interpersonal skills are essential.
• Working knowledge of general accounting principles
• Proficient in Microsoft Office applications, particularly Office, Excel and Word.
• Experience with NetSuite and/or Tipalti are a plus.

ADDITIONAL INFORMATION

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.

The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or have questions about accessibility, please email hrsupport@aspeninstitute.org or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.