Accounts Payable Specialist

Account Payable Specialist

Job Description: Account Payable Specialist - Classification: Full-Time, Exempt

Salary Range: Salary information upon request - Schedule: M-F 7:00am to 4:00pm and/or vary on business needs.

Reports To: Accounting Supervisor

Reporting Location: 1130 O'Brien Dr. Menlo Park CA 94025

Summary: Perform multiple accounting tasks to support the accounting team. Work cooperatively with Operations Branch Administration and Corporate Administration to ensure that work is completed promptly and accurately.

Company Priorities

Develop and Maintain a Strong Team

Gachina Customer Service Standards

Gachina Quality Standards

Primary Responsibilities

• Audit Aspire purchase receipts.
• Receive and review overhead/Corporate departments' purchase orders.
• Verify invoices and assign expense accounts.
• Follow up on missing purchase orders for the vendor bills.
• Process vendor payments (ACH/checks/online payment).
• Vendor account statements reconciliation.
• Cost allocation reporting for Fueling and Wireless Vendors.
• Manage corporate credit cards for authorized users.
• Perform accounting-related tasks as assigned.

Specific Responsibilities

• Purchase Order
  • Review and receive purchase orders.
  • Review and Approve employee expense/reimbursement.
  • Monitoring PO and Employee Expense record
  • Train and partner with operations and corporate administration teams to ensure all processes and procedures are followed.
  • Review records for accuracy of expense accounts assignment (Branch/Department/Service)
• Process vendor payments via ACH/Checks/Online payment on schedule.
• Reconcile monthly vendor statements.
• Resolve discrepancies on invoices and statements.
• File and maintain paid vendor bills.
• Vendor Management includes setting up new vendors and maintaining vendors' W9 forms.
• Setup Expense Categories
• Monthly bank statement reconciliation
• GL accounts reconciliation
• Year-end 1099 forms preparation and filing
• Support month-end close
• Support and work closely with the operations, corporate departments, and others to accomplish all accounting functions promptly and accurately.

Skills Required

• Computer experience: Proficient in Microsoft Office Excel, Word, and Outlook
• Ability to manage a large volume of transactions with accuracy.
• Strong customer service
• Verbal and written communications
• A degree in accounting three years of experience is preferred.
• Internal and external Customer Interaction
  • Professional demeanor and appearance
  • Responsive, flexible, positive attitude, initiative, and collaborates with the team.
  • Strong problem resolution, prioritize work, and exercise discretion.
  • Productive with efficient use of workday and management of workload

Qualifications, Experience, and Additional Compensation

Required:

• Accomplished verbal, written and reading comprehension.
• Familiarity and/or proficiency with Telephone/Voicemail Technology and computers – iPhone OS, business management software, MS Office (PowerPoint, Outlook, Excel, Word, Teams)
• Ability to develop strong employee relationships, responsive and receptive to employee and management requests.
• Organized and self-motivated – schedule work, meet deadlines and associated follow ups.
• Lead by example - positive attitude, initiative, team oriented, and strong role model
• Communicate priorities, follow-up to ensure quality and hold team members accountable.

Physical Requirements:

• Regularly required to use hands and fingers to handle, feel and operate computer, phone, and other tools as needed.

Additional Compensation:

• Medical, Dental, Vision, & Life Insurance
• 401k Plan & Employer Match
• Paid Time Off
• Gift Time Off
• 8 Paid Holidays
• Appreciation & Development Programs
• Team Events
• iPhone & Laptop for Business Purposes