Accounts 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:

1. Develop and Maintain a Strong Team
2. Gachina Customer Service Standards
3. 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.

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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