Accounts Payable Specialist

CONFIDENTIAL CLIENT OPPORTUNITY
Accounts Payable Specialist
Presented by Talley LLP on behalf of a confidential client Department Accounting and Finance Reports To Controller (direct); Chief Financial Officer (indirect) Classification Full-time; hourly, non-exempt Work Hours 7:30 a.m. to 4:30 p.m. Location Commerce, California - onsite This search is being conducted confidentially by Talley LLP.

Position Summary

Talley LLP is representing a confidential, multi-entity organization in Commerce, California, in its search for an experienced and detail-oriented Accounts Payable Specialist. This position will support accounts payable activities across multiple entities and operating locations.
Working closely with the Senior Accounts Payable Specialist, this role will share responsibility for invoice processing, vendor management, payment preparation, pass-through expense tracking, reconciliations, and month-end close support.
The successful candidate will bring strong attention to detail, organization, follow-through, and the ability to manage a high volume of transactions while maintaining accurate financial records and effective internal controls.

Essential Duties and Responsibilities

Accounts Payable Processing

• Collaborate with the Senior Accounts Payable Specialist to manage daily accounts payable workflow and priorities.
• Review, code, and process high-volume vendor invoices accurately and on schedule across multiple entities and locations.
• Confirm that invoices include appropriate approvals and supporting documentation.
• Ensure expenses are recorded to the correct entity, location, department, general ledger account, and accounting period.
• Identify duplicate invoices, incorrect charges, missing approvals, and other discrepancies before payment.
• Enter invoices, credits, and adjustments into Microsoft Dynamics 365 Business Central.
• Monitor outstanding invoices and help maintain accurate accounts payable balances.

Pass-Through and Reimbursable Expenses

• Identify customer-reimbursable and pass-through expenses associated with specific locations or contracts.
• Code pass-through invoices to the appropriate customer, location, entity, and general ledger account.
• Maintain the supporting documentation required for customer billing and reimbursement.
• Coordinate with billing and accounting personnel to ensure reimbursable expenses are communicated and billed promptly.
• Reconcile pass-through expenses to customer billings and identify unbilled or unrecovered costs.
• Research and resolve discrepancies among vendor invoices, payments, and customer reimbursement activity.

Vendor Management and Payments

• Maintain accurate vendor records, payment terms, tax documentation, and account information.
• Review vendor statements and resolve invoice, credit, and payment discrepancies.
• Prepare ACH, check, wire, and other approved vendor payments for review and authorization.
• Verify payment amounts, vendor information, due dates, approvals, and supporting documentation before processing.
• Monitor payment terms and due dates to minimize late fees and maintain positive vendor relationships.
• Respond professionally and promptly to vendor inquiries.
• Assist with annual vendor reporting and Form 1099 requirements.

Reconciliations and Month-End Close

• Reconcile vendor statements, accounts payable balances, and assigned liability accounts.
• Research aged payables, debit balances, unapplied credits, and other reconciling items.
• Identify invoices received but not recorded and assist with appropriate accruals.
• Ensure invoices and payments are recorded in the proper accounting period.
• Complete assigned accounts payable reconciliations and close responsibilities within established deadlines.
• Maintain organized supporting documentation for financial reporting and audit requirements.

Team Collaboration and Cross-Training

• Partner with the Senior Accounts Payable Specialist to maintain consistent processing and coverage.
• Share workload based on transaction volume, deadlines, entity assignments, and departmental priorities.
• Cross-train on critical accounts payable functions to provide backup coverage during absences, month-end close, and high-volume periods.
• Coordinate with accounting, operations, billing, and location management to resolve invoice and coding issues.
• Communicate outstanding issues, payment concerns, and process discrepancies promptly to accounting leadership.
• Support continuous improvement and standardization of accounts payable processes.

Internal Controls and Audit Support

• Follow established accounts payable policies, approval requirements, and segregation-of-duties controls.
• Verify appropriate authorization before processing invoices, vendor changes, or payments.
• Maintain complete documentation supporting invoices, payments, vendor records, and reconciliations.
• Identify unusual transactions, duplicate payments, or control concerns and escalate them appropriately.
• Support internal and external audits by providing requested accounts payable documentation.
• Maintain the confidentiality of vendor, banking, employee, and company financial information.

Required Qualifications

• 3-5 years of accounts payable or related accounting experience.
• Experience processing high-volume invoices across multiple entities, locations, departments, or cost centers.
• Strong understanding of invoice coding, accounts payable, general ledger accounting, accruals, and reconciliations.
• Experience processing ACH, checks, wires, and electronic vendor payments.
• Proficiency with Microsoft Dynamics 365 Business Central.
• Strong Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, SUMIFS, reconciliations, and analysis of large data sets.
• Strong analytical and problem-solving skills, including the ability to research discrepancies independently.
• Excellent organization, accuracy, and attention to detail.
• Strong written and verbal communication skills.
• Ability to work collaboratively while independently managing assigned responsibilities and deadlines.
• High degree of professionalism, accountability, confidentiality, and follow-through.

Preferred Qualifications

• Associate's or bachelor's degree in accounting, finance, business administration, or a related field.
• Experience within a multi-entity or multi-location organization.
• Experience with pass-through or reimbursable customer expenses.
• Experience supporting month-end close and external audits.
• Familiarity with online banking and treasury-management platforms.

Core Competencies

Technical: accounts payable processing; invoice coding and review; pass-through expense tracking; vendor reconciliation; payment processing; general ledger reconciliation; month-end close; Microsoft Dynamics 365 Business Central; Microsoft Excel; and internal controls.
Professional: team collaboration; accuracy and attention to detail; and organization and deadline management.

Performance Expectations

The Accounts Payable Specialist will work collaboratively with the Senior Accounts Payable Specialist to maintain accurate vendor accounts, process invoices and payments on time, identify reimbursable expenses, resolve discrepancies, and complete assigned reconciliations and month-end responsibilities within established deadlines.
Success in this role requires diligence, teamwork, ownership, professionalism, accuracy, confidentiality, and accountability.

Physical and Work Requirements

• Ability to work onsite in an office environment and use a computer for extended periods.
• Ability to communicate regularly with vendors, accounting personnel, operations, location management, and company leadership.
• Occasional overtime may be required during month-end close, audits, or other high-volume periods.

Equal Employment Opportunity

Our client is an equal opportunity employer. Employment decisions are based on qualifications, experience, business requirements, and job-related criteria without regard to any status protected by applicable federal, state, or local law.

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