Accounts Payable Specialist

Job Description

Job Description

Department: Finance 

Reports to: Controller

Employment Status: Full-time FLSA 

Classification: Non-Exempt

Position Summary

The Accounts Payable Specialist supports the financial operations of Veterans Village of San Diego (VVSD) by receiving, 

reviewing, coding, recording, and coordinating payment of invoices, purchase orders, employee reimbursements, and related 

obligations. The position maintains accurate and complete accounts payable records across VVSD programs and funding 

sources, helps ensure expenditures are properly authorized and allowable under applicable grant requirements, and supports 

timely financial reporting and audit readiness. The Specialist works closely with the Controller, Finance team, program 

managers, and vendors while observing established approval procedures and internal controls.

Essential Duties and Responsibilities

Invoice Intake, Review, and Accounting

• Monitor incoming accounts payable email and physical mail; receive, organize, and track invoices, purchase orders, 

receipts, and reimbursement requests.

• Review invoices for accuracy, completeness, proper authorization, and required supporting documents; follow up with 

program staff and managers to obtain missing information or approvals.

• Verify vendor details, invoice dates, amounts, and appropriate general ledger, program, grant, and cost allocation codes 

before processing.

• Assess expense coding against VVSD procurement and cost policies and applicable grant restrictions; identify 

questionable, unsupported, or potentially unallowable costs and escalate them for review.

• Enter and post approved invoices accurately and in the appropriate accounting period, maintaining safeguards against 

duplicate entries and payments.

• Prepare supporting journal entry documentation and submit entries or corrections to the Controller for required review and 

approval.

Payment Processing and Vendor Relations

• Prepare and process authorized weekly vendor payments by check, ACH, or purchasing card in accordance with VVSD 

policies and approval requirements.

• Maintain accurate vendor master records, payment histories, check registers, voided-check registers, and related 

supporting documentation.

• Respond promptly and professionally to vendor, employee, contractor, and program inquiries; research invoice and 

payment discrepancies and communicate status accurately.

• Track outstanding invoices and past-due vendor balances; elevate payment issues, missing approvals, and time-sensitive 

matters to the Controller.

• Document completed disbursements and update payment status in the accounting system and electronic files to prevent 

duplicate payments.

Reconciliations, Close, and Financial Support

• Reconcile purchasing card and credit card statements to receipts, approvals, and general ledger entries; research and 

resolve variances.

• Review accounts payable transactions, aging, open items, and coding for accuracy; prepare necessary corrections for 

approval.

• Maintain and update accounts payable expense allocations across programs and grants in coordination with Finance and 

program management.

• Assist with month-end and year-end closing activities, including invoice cutoffs, reconciliations, and documentation of 

outstanding liabilities.

Compliance, Records, and Audit Support

• Support annual vendor tax reporting, including gathering required vendor information and assisting with the preparation 

and processing of Forms 1099.

• Maintain orderly, secure, and retrievable electronic vendor files; scan, name, and file invoices, approvals, payment 

records, and supporting documentation using VVSD procedures.

• Apply VVSD Finance, Procurement, Cost Allocation, and records retention procedures to accounts payable activities.

• Provide accurate and timely documentation to support grant reimbursement, financial audits, and management review.

• Protect confidential financial and vendor information and follow internal controls, including separation of invoice 

processing and payment authorization responsibilities.

• Identify recurring processing issues and recommend practical improvements to invoice tracking, workflow efficiency, and 

recordkeeping.

Administrative and Operational Support

• Retrieve business mail from the Main Campus as assigned and route financial documents for prompt processing.

• Provide administrative support for approved equipment and supply purchases and help maintain an organized supply 

storeroom and monthly inventory records.

• Perform other related duties as assigned by the Controller consistent with the needs of the Finance department.

Minimum Qualifications

Education and Experience

• High school diploma or equivalent required; college-level accounting coursework or equivalent relevant work experience 

required.

• 3 or more years of experience performing accounts payable or related accounting duties; nonprofit or grant-funded 

accounting experience preferred.

Technical Knowledge and Skills

• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook; familiarity with MIP Cloud and other 

accounting software preferred.

• Working knowledge of invoice processing, general ledger coding, reconciliations, and financial recordkeeping.

• Ability to use a ten-key calculator accurately and efficiently.

Professional Competencies

• Strong attention to detail, accuracy, organization, and ability to manage competing deadlines.

• Professional, respectful communication and effective collaboration with staff, management, vendors, and external 

partners.

• Ability to work independently with appropriate oversight, exercise good judgment, resolve routine discrepancies, and 

escalate issues promptly.

• Commitment to confidentiality, ethical conduct, accountability, and VVSD's mission of serving veterans.

Other Requirements

• Reliable transportation for assigned work responsibilities; if operating a vehicle on VVSD business, a valid driver's license

and proof of required automobile insurance.

• Ability to meet applicable bondability requirements for the position.

Physical and Work Environment Requirements

This position typically requires prolonged periods of computer use; operation of a keyboard and standard office equipment; 

reading and reviewing financial documents; verbal and written communication; and occasional bending, reaching, or lifting of 

light office materials. Work may occur in a busy office environment. VVSD will consider reasonable accommodations for 

qualified individuals to perform the essential functions of the position