Accounts Payable Specialist

EOE Statement It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants. Job Title Accounts Payable Specialist Position Type Full Time, Non-Exempt, Monday-Friday, 9:00am-5:30pm Department / Group Finance Reports To Accounting Manager Purpose of the Job Position Primary purpose: accurately and efficiently process vendor invoices and other liabilities in accordance with GAAP across multiple facilities. Must comply with internal controls and accounting processes. Makes payments according to due dates and cash flow as directed by the accounting manager. Acts as primary liaison between finance department and vendor payment communications. Qualifications and Education Requirements High School Diploma with 2–4 years accounts payable experience; associate degree in accounting preferred. Relevant professional certifications (e.g., Accounts Payable, Nonprofit Accounting, or ERP systems) are a plus. English speaking and writing proficiency. Experience in multi‑facility, multi‑entity, shared‑services environment. Attends and participates in continuing educational programs. Skills and Job Requirements Good public relations and organizational skills. Ability to work independently and in a team with high accuracy, accept responsibility, and follow through on assignments. Responds quickly and well to unexpected situations. Strong problem‑solving, analytical, and multi‑tasking skills. Strong verbal and written communication skills. Maintains confidentiality of financial information. Comprehends and applies policies and procedures outlined in the Carmelite Sisters Accounting Manual. Operates standard office equipment including computer systems, telephone, fax, copier, scanner, calculator. Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles. Demonstrates the mission through decision making and actions aligned with handbook values. Neat appearance, professional modest attire per handbook. Complies with all regulations of the Employee Handbook, Safety IIPP Manual, and other employee and safety policies. Technical proficiencies: accounting software, Microsoft suite (particularly Excel). Proficient use of computers and vendor portals to ensure timely payment. Job Functions Reporting to the Accounting Manager, prepares disbursements for company vendors across multiple corporations, distributes expenses across departments. Provides accurate, timely invoice processing and prepares accounting accruals as requested. Duties and Responsibilities Understand account codes, business units, and basic accounting concepts of expense and revenue matching and balance sheet concepts. Ensure invoices are received with proper coding and approval; follow up on incomplete or outstanding documentation. For invoices requiring distribution to multiple departments/corporations, ensure allocation is current and notify accounting manager of any discrepancies. Accurate and timely data entry of accounts payable invoices and check requests. Maximize software use to streamline AP processing, following learning modules and updates. Prepare check register and accounts payable distributions on at least weekly basis per corporation; ensure backup invoices scanned. Provide documentation for weekly cash flow reporting to administrators; assist in weekly cash flow for assigned corporations. Prepare manual checks as needed and document in accounts payable. Produce monthly reports as required; verify coding and amounts for month‑end accruals. Reconcile payments to vendor accounts, resolve invoice discrepancies timely. Maintain vendor and contract files. Correspond with vendors and respond to inquiries. Communicate promptly with accountants and other personnel regarding critical vendors and government issues. Manage accounts payable aging for all corporations; ensure open accounts move to closed or are deleted. Collect and maintain vendor tax information; set up new vendors per 1099 guidelines. Maintain credit card transactions and monthly reconciliations as assigned. Accurately maintain petty cash funds and monthly journal entry templates as assigned. Assist in preparing JE templates for gift cards and other AP uploads. Process 1099s timely and accurately as assigned. May be cross‑trained to other accounting functions. Perform other tasks as assigned by Manager. Working Conditions Sits and works on computers for extended periods. Subject to frequent interruptions. Must meet time constraints and prioritize multiple tasks and deadlines. Physical and Sensory Requirements Move intermittently throughout the workday. Manage mental and emotional stress of the position. Use visual and auditory aids or prosthetics as needed. Function independently and flexibly; exhibit personal integrity and work effectively with residents, personnel, support agencies, and outside agencies. Push, pull, move, or lift minimum 25 lbs to a height of 5 ft and carry such weight for a distance of 50 ft. Sit for extended periods of desk and computer work. Have hand and wrist coordination for data entry. Salary Range $24.00 – $33.50 per hour Position Accounts Payable Specialist Number of Openings 1 Exempt / Non-Exempt Non-Exempt Location Carmelite Sisters of the Most Sacred Heart of Los Angeles #J-18808-Ljbffr