Accounts Payable Specialist

Job Title: Accounts Payable Specialist
Location: Placentia, CA | Onsite
Employment Type: Temp-to-Hire
Schedule: Monday - Friday | 7:00 AM - 4:00 PM or 8:00 AM - 5:00 PM (Must be able to work overtime as needed)
Compensation: $24.03 – $32.66 Per Hour

Job Summary:
The Accounts Payable Specialist is responsible for overseeing the timely and accurate processing of accounts payable activities, including invoice processing, expense monitoring, and vendor support. This role helps ensure financial transactions are completed accurately and efficiently while maintaining positive vendor relationships and supporting day-to-day accounting operations. The ideal candidate has a strong understanding of the full accounts payable cycle, including experience with both manual and OCR invoice processing, and is highly trainable, adaptable, and able to thrive in a high-volume, fast-paced environment.

Key Responsibilities:

• Receive and review invoices from vendors, ensuring accuracy, completeness, and proper authorization
• Code invoices with appropriate account codes for proper allocation of expenses
• Prepare and process payments to vendors, including checks, electronic funds transfers (EFTs), and wire transfers
• Verify accuracy of payment amounts, account numbers, and other payment details
• Maintain accurate and up-to-date vendor records, including contact information, payment terms, and tax identification numbers
• Respond to vendor inquiries and resolve any payment discrepancies or issues
• Reconcile vendor statements with accounts payable records to ensure all invoices are accounted for and properly recorded
• Investigate and resolve any discrepancies or unpaid invoices
• Review and process employee expense reports, ensuring compliance with company policies and verifying supporting documentation
• Reconcile expense reports with credit card statements
• Assist in month-end closing activities, including reconciling accounts payable balances, preparing accruals, and generating financial reports related to accounts payable
• Ensure compliance with company policies and procedures, as well as relevant financial regulations
• Adhere to internal control standards and assist in internal and external audits
• Utilize accounting software and systems effectively to process and track accounts payable transactions
• Identify opportunities for process improvements and system automation
• Establish and maintain positive vendor relationships by promptly resolving payment, billing, and account-related issues
• Partner with internal departments, including procurement and finance, to support vendor management and resolve vendor-related matters
• Maintain accurate and organized accounts payable files and documentation, including invoices, payment records, and vendor contracts
• Ensure adherence to retention policies

Qualifications

Required:

• To conform to U.S. export control regulations, applicant should be eligible for any required authorizations from the U.S. Government
• High school diploma or equivalent
• Proven experience as an accounts payable specialist or in a similar role
• Strong knowledge of accounts payable processes, procedures, and best practices
• Strong proficiency in accounting software and Microsoft Excel, including advanced use of VLOOKUPs, PivotTables, and data analysis tools
• Experience processing invoices through both manual entry and Optical Character Recognition (OCR) systems
• Strong attention to detail and accuracy in data entry and recordkeeping
• Ability to meet deadlines and work effectively in a fast-paced environment
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Familiarity with relevant financial regulations and compliance requirements
• Highly trainable with the ability to quickly learn new processes, systems, and procedures while adapting to changing business needs

Preferred:

• Experience with Concur expense management
• Knowledge of tax regulations and 1099 reporting
• Bachelor's degree in accounting, finance, or a related field

Work Environment & Physical Requirements:

• General office environment with office equipment usage
• Requires usage of computer and computer software
• Frequent use of hands and fingers to operate computers, office equipment, and handle documents as part of daily job responsibilities
• Regularly communicates by telephone and may occasionally bend, reach, and push or pull file drawers and office equipment as part of daily job responsibilities
• Ability to move throughout office and production environments to collect, distribute, and process documents and other work-related materials
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus

Additional Information:

• This position requires access to information subject to the International Traffic in Arms Regulations (ITAR). U.S. person status or eligibility to obtain required export authorizations is required.

Job Overview
We are seeking a proactive and detail-oriented Accounts Payable Specialist to join our dynamic finance team. In this vital role, you will be responsible for managing the company's outgoing payments, ensuring accuracy and compliance with financial policies and procedures. Your expertise in accounting software, financial concepts, and industry standards will help maintain smooth financial operations and foster strong vendor relationships. This position offers an exciting opportunity to contribute to our organization’s financial health while working in a collaborative and growth-focused environment.

Responsibilities

• Process and verify all accounts payable transactions using various accounting software such as Workday, SAP, or QuickBooks, ensuring timely and accurate payments.
• Reconcile vendor statements and resolve discrepancies through detailed analysis of debits & credits, journal entries, and account reconciliation procedures.
• Maintain comprehensive records of all transactions in accordance with GAAP (Generally Accepted Accounting Principles) and SOX (Sarbanes-Oxley Act) compliance standards.
• Prepare and review invoice approvals, purchase orders, expense reports, and payment batches with precision.
• Assist with month-end closing activities including general ledger reconciliation, journal entries, and analysis of accounts payable data.
• Collaborate with the finance team to improve processes related to accounts payable workflows, data entry accuracy, and internal controls.
• Support benefits administration, non-profit accounting initiatives, or governmental accounting functions as needed within the department.

Experience

• Proven experience in accounts payable functions within a corporate or public accounting environment.
• Strong knowledge of accounting software such as Workday, Paychex, ADP, Kronos, UltiPro, Sage, PeopleSoft or Ceridian is highly desirable.
• Familiarity with financial concepts including double entry bookkeeping, general ledger accounting, account reconciliation, and journal entries.
• Experience working with payroll management systems like Quicken or UltiPro is a plus.
• Demonstrated understanding of GAAP standards and SOX compliance requirements for internal controls.
• Excellent analysis skills coupled with meticulous attention to detail in data entry and record keeping.
• Ability to adapt quickly to new technologies such as HRIS systems or government-specific financial regulations. Join us as an Accounts Payable Specialist if you’re passionate about precision in financial operations! Bring your expertise in accounting software, your understanding of complex financial concepts, and your enthusiasm for process improvement to help us achieve operational excellence. We value energetic professionals eager to grow their careers while contributing meaningfully to our organization’s success!

Pay: $24.03 - $32.66 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Application Question(s):

• This position is subject to ITAR (International Traffic in Arms Regulations) requirements. Are you a U.S. Person as defined by ITAR (U.S. citizen, U.S. national, lawful permanent resident/Green Card holder, or protected individual under U.S. law)?

Work Location: In person