Accounts Payable Specialist

Job Description

Job Description

We are looking for an Accounts Payable Specialist to support the daily financial operations of a school in California. This contract-to-permanent opportunity is ideal for someone who brings strong accuracy, sound judgment, and the ability to manage multiple payment priorities in a structured accounting environment. The person in this role will help ensure vendors are paid on time, records are maintained properly, and accounts payable activities align with internal policies and month-end deadlines.

Responsibilities:

• Oversee the complete accounts payable cycle, from entering invoices and assigning proper accounting codes to preparing payments for release.

• Examine incoming invoices for accuracy, required approvals, and adherence to established financial procedures before processing.

• Match purchase orders, invoices, and receiving support when applicable to confirm that charges are valid and properly documented.

• Apply expenses to the correct general ledger accounts and departmental budgets to support accurate financial reporting.

• Reconcile vendor statements, research payment differences, and resolve outstanding issues in a timely and thorough manner.

• Prepare check runs, ACH transactions, and other approved disbursements while maintaining payment schedules for recurring obligations.

• Maintain organized vendor files and respond to questions related to invoice status, payment timing, and account details.

• Support month-end activities by assisting with accrual entries, account reconciliations, and documentation needed for closing procedures.

• Work closely with faculty, staff, and department administrators to secure approvals and clarify discrepancies tied to purchases and invoices.

• Preserve complete financial documentation for audit readiness and assist with related accounting or administrative duties as business needs evolve.

• Previous experience in accounts payable, invoice processing, or a closely related accounting function.
• Working knowledge of account coding, invoice review, vendor statement reconciliation, and payment processing.
• Proficiency with Microsoft Excel and other Microsoft Office applications used for financial and administrative tasks.
• Experience using accounting software or ERP platforms to manage accounts payable transactions and records.
• Strong attention to detail with the ability to organize high volumes of information accurately and efficiently.
• Ability to handle confidential financial data with professionalism and discretion.
• Effective communication and problem-solving skills, with the ability to work independently and collaborate across departments.
• Experience with ACH payments and check processing is strongly preferred.