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.