accounts payable

Accounts Payable Specialist

The Laborers Funds Administrative Office of Northern California, Inc. is a not-for-profit corporation, established in 1963, which provides administrative services under contractual arrangements for the Northern California Laborers Trust Funds.

Position Summary

This position is responsible for managing all aspects of the accounts payable process, purchase order processing, payment-related activities, administrative support, and assisting the accounting team with various projects. The position requires strong attention to detail, organization, accuracy, and the ability to manage multiple priorities while maintaining confidentiality and meeting established deadlines. Working knowledge of Concur, third-party accounts payable processing.

Principal Duties and Responsibilities

Essential Functions of the Position:

• Full cycle accounts payable process for all vendors, ensure timely and accurate vendor payments.
• Review, analyze, code, and process vendor invoices through Concur, ensuring proper account coding, supporting documentation, and appropriate approvals are obtained.
• Verify invoices against purchase orders, contracts, receiving documentation, and other supporting records to ensure accuracy and compliance with company policies.
• Research and resolve invoice discrepancies, duplicate invoices, payment issues, and vendor inquiries in a timely manner.
• Prepare and process accounts payable payments while ensuring payment information is accurate and properly authorized.
• Enter and maintain stop-payment requests and coordinate with the appropriate parties to resolve payment-related issues.
• Maintain accurate vendor records and assist with vendor account inquiries, including payment status and invoice information.
• Assist accountants with miscellaneous accounting projects, research, reconciliations, reports, and other assignments as needed.
• Ensure all vendor invoices have supporting documentation and are coded to correct departments and in accordance with corporate policies and GAAP.
• Ensure all vendor invoices have supporting documentation such as vendor contracts and W9's prior to submitting to Concur.
• Communicate professionally with vendors, employees, and internal departments to resolve questions and ensure timely processing of transactions.
• Create Disbursement Letters for all Funds for the Quarterly Board Meeting.
• Record wire transfer and apply payments to the appropriate accounts.
• Initiate ACH payments and issue checks for invoices and employee expense reimbursements.
• Perform other duties and special projects as assigned by management.

Physical Demands – Employees may occasionally experience the following physical demands for extended periods of time:

This position requires five (5) + hours per day sitting, talking and listening using the computer and/or the telephone frequently. Keyboarding, use of fingers to make small movements such as typing and mouse usage. Minimal lifting of 5-10 lbs. occasionally. There is approximately 5% travel time going to board meetings and trainings. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What You'll Love

• Medical, dental and vision coverage paid by the employer
• An employee Pension and Annuity plan contributed by the employer
• Optional participation in a 401K plan
• Sick, vacation time, 8 major holidays, and 2 annual floating holidays under a Collective Bargaining Agreement
• Pension and Health and Welfare administered by Laborers Trust Funds

Conditions of Employment

• 150 ‐ day probationary period
• Microsoft Office Suite Testing is required
• Work under Collective Bargaining Agreement
• Union job with union dues
• Background check and drug testing

Work Environment

• Moderate noise level is typical of an office environment