What are the responsibilities and job description for the A/P Specialist II position at California Institute of the Arts?
Job Posting Date(s)
Start Date
10/24/2025
Description
SUMMARY
A/P Specialist reports to the Sr Accounting Manager. The position will assist the Accounts Payable Specialist and the Sr Accounting Manager with daily activities and account reconciliations.
Essential Job Functions
SKILLS/ABILITIES:
Start Date
10/24/2025
Description
SUMMARY
A/P Specialist reports to the Sr Accounting Manager. The position will assist the Accounts Payable Specialist and the Sr Accounting Manager with daily activities and account reconciliations.
Essential Job Functions
- Receive, review and process all incoming invoices, check requests, expense reports.
- Familiarization of applicable tax withholdings to be reported on 1099-Misc, 1042-S, 592-s tax forms.
- Set up new vendors in the accounting system.
- Enter all vouchers into the accounts payable accounting system for batching and payment processing.
- Print, maintain and file documentation including A/P reports, vendor files, backup for checks, new vendor forms, W9 forms, independent contractor agreements, etc.
- Manage the integrity of information contained in the accounts payable database and files so that information is retrievable for departments, and intact for the annual audit.
- Analyze vendor files, and help Sr. Accounting Manager prepare monthly, quarterly and annual tax reporting (including but not limited to 1099, 592s, 1042s, sales and use tax) for federal and state.
- Liaison between Accounting and schools/department finance professionals
- Familiarization with general ledger account coding and project accounting
- Assist with other areas of the accounting office, including answering phones, filing and helping with the front office area
- Assist and backup the Accounts Payable Specialist, including additional coverage when needed.
- Ad hoc projects assigned by the Sr. Accounting Manager or Controller
SKILLS/ABILITIES:
- Excellent interpersonal and organizational skills
- Must be extremely detail-oriented, attention to accuracy & technologically adept
- Positive and proactive attitude and willingness to learn
- Experience with accounts payable and related computer systems
- Knowledge of Colleague and/or Paymerang a plus
- Proficiency with Microsoft Office Suite
- Typing speed of at least 45 words per minute
- Strong ability to work well independently, and as part of a team
- 2-3 years’ work experience in accounting preferably in Accounts Payable
- Bachelor’s Degree in Business Administration/Accounting preferred or related work experience
- Knowledge of accounting essential concepts i.e. double entry system