Accounts Payable Administrator

About Us

Stellar Virtual was founded in 2019 with one school in Texas. We serve parents of K-12 students, unhappy with their current school, or needing an at-home/flexible learning environment. Today, Stellar Virtual has grown to six schools across three states: Texas, Arizona, and Indiana. Stellar Virtual is committed to going above and beyond for our virtual families. 

Our Promise
Empowering families with the choice of a high-quality virtual school with dedicated staff focused on student outcomes and an exceptional customer experience, our program will enable students to thrive and unleash their full potential.

Our Mission

Empowering Families. Unleashing Potential. 

Our Core Values

Stellar Virtual has five core values that shape and define our organization’s culture across all programs and locations. Each establishes a shared sense of purpose and creates a cohesive environment where everyone can feel connected to the mission.

• Go the Extra Mile (Go): Customer Service is everyone’s job.
• Make Your Motion Matter (Make): Prioritize, focus, and support Stellar Virtual goals.
• Kids First, Always (Kids): Our actions, decisions, and behaviors are always grounded by those we serve, students and their families.
• Respect: Assume positive intent with our students, families, and colleagues.
• Create, Collaborate, & Communicate (the Cs): Demonstrate the skills we want our students to learn. 

We remember our values with this phrase: Go Make Kids Respect the Cs! 
Our core values promote a culture of identity, safety, and trust. When a company consistently adheres to its values, it builds credibility with employees, customers, partners, and other stakeholders to anchor Stellar Virtual's long-term vision and strategic goals. 

Technology Aspect
Stellar Virtual and its affiliates require all employees and independent contractors to cover the costs associated with acquiring and providing the equipment (i.e., computers, internet service, telephone, home office setup, etc.) associated with remote employment.

At-Will Notice
Employment with Stellar Virtual will be on an at-will basis. As such, this position description is not a contract or guarantee of employment for a definite amount of time. 

Equal Employment (EEO) Statement

At Stellar Virtual, we embrace diversity and foster an inclusive and supportive work environment. We welcome applicants from all backgrounds and experiences. Stellar Virtual is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Stellar Virtual participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States without sponsorship. 

Position Overview
We are seeking a highly organized and detail-oriented Accounts Payable (AP) Administrator to join our growing finance team. As an AP Admin, you will play a critical role in managing the accounts payable processes and ensuring accurate financial transactions. This position is ideal for a candidate with strong QuickBooks experience and familiarity with NetSuite, as the company will be migrating to NetSuite.

Essential Duties & Responsibilities

• One Number: Ensure 100% of all AP invoices for the previous month are posted by the 10th of the next month to facilitate timely month-end close.
• Process accounts payable transactions, including vendor invoices, and expense transactions, in QuickBooks and support the transition to NetSuite.
• Maintain accurate and up-to-date vendor records.
• Ensure timely and accurate payment processing for all accounts payable.
• Reconcile vendor statements and resolve any discrepancies.
• Support month-end closing processes by ensuring AP balances are accurate and complete.
• Review and process employee reimbursements promptly.
• Provide documentation for financial reports and assist with internal audits.
• Monitor accounts payable aging reports and escalate overdue payments as needed.
• Collaborate with the CFO and Controller to streamline AP processes during and after the NetSuite migration.
• Assist in setting up and testing accounts payable workflows in NetSuite during the migration.

Knowledge, Skills & Attributes 

• 3 or more years of accounts payable experience, preferably in a fast-growing organization or virtual school environment.
• Strong working knowledge of QuickBooks; experience with NetSuite or participation in a NetSuite migration is a significant advantage.
• Detail-oriented with excellent organizational and time management skills.
• Ability to work remotely with minimal supervision and produce effective and timely results.
• Strong communication skills and the ability to work cross-functionally with internal teams and external vendors.
• Ability to work under pressure and meet deadlines in a fast-paced environment.

Education & Certification Requirements

• A minimum of a high school diploma or equivalent (GED) is required.
• A bachelor’s degree in Accounting, Finance, or a related field (preferred but not required).