A/P Specialist

Accepting Applications Until: 9/30/2026 5:00PM PT Job Title: A/P Specialist Location: BVR Commercial Center Classification: Full-Time, Exempt Hourly Rate: $25 - $30 an hour, non-exempt Reports To: Controller Oversight: General Manager Position Summary: The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices and payments for the Big Valley Commercial Center. This position ensures invoices are properly documented, authorized, coded, matched to purchase orders and receiving documentation, and processed according to established purchasing and payment procedures. The Accounts Payable Specialist is an important financial-control position and is responsible for maintaining accurate vendor records, identifying discrepancies, preventing duplicate payments, and preparing payment batches for Controller approval. Essential Duties and Responsibilities: Receive, date-stamp, organize, and enter vendor invoices into the accounting system. Match invoices to approved purchase orders and receiving documentation. Verify that goods or services were received before invoices are processed for payment. Code invoices to the appropriate general ledger account, department, and cost center. Confirm required approvals are present. Identify discrepancies in pricing, quantities, purchase orders, receiving records, or invoices. Place incomplete or disputed invoices on hold until the issue is resolved. Maintain accurate electronic and physical invoice files. Identify and flag duplicate invoices. The existing enterprise AP description specifically establishes the three-way match of purchase order, receiving documentation, and invoice as a primary responsibility. Payment Processing Prepare weekly check and ACH payment batches for Controller review and approval. Process payments only after required approvals have been obtained. Maintain payment documentation and payment records. Reconcile vendor statements to the accounts payable ledger. Research and resolve outstanding vendor balances. Monitor aging invoices and communicate outstanding issues to the Controller. Ensure vendor payments are processed according to established payment schedules. Obtain and maintain W-9 forms and other required vendor documentation. Enter new vendor information only after required approval has been obtained. Maintain vendor contact and payment information. Assist with vendor setup and documentation. Do not independently change vendor banking information. Immediately report suspicious vendor requests or banking changes to the Controller. Purchasing & Documentation Controls Verify that applicable purchases have an approved purchase order before payment. Ensure invoices have sufficient supporting documentation. Confirm invoices are charged to the correct department and account. Identify purchases that do not comply with established purchasing procedures. Notify the Controller of missing POs, receiving documents, approvals, or other required documentation. Maintain records necessary to support audits and financial reviews. 1099 & Tax Documentation Track vendor payments for year-end 1099 reporting. Assist the Controller with preparation of annual 1099 information. Maintain applicable tax-exemption and vendor documentation. Customer Service & Communication Respond professionally to vendor inquiries regarding invoices and payment status. Work with Commercial Center managers to resolve missing documentation or receiving issues. Communicate payment delays caused by missing approvals or documentation. Escalate disputed or unusual vendor matters to the Controller. Qualifications Minimum Qualifications High school diploma or equivalent required. Associate’s degree in Accounting, Business, or related field preferred. One or more years of accounts payable, bookkeeping, accounting, or related administrative experience preferred. Experience with accounting or AP software preferred. Retail, convenience store, fuel, restaurant, or commercial business experience preferred. Basic understanding of invoices, purchase orders, receiving documentation, and general ledger coding. Exceptional attention to detail. Strong organizational skills. Ability to process a high volume of invoices accurately. Strong data-entry and recordkeeping skills. Ability to identify discrepancies and missing documentation. Basic Excel/spreadsheet proficiency. Ability to maintain confidentiality. Ability to follow established internal controls and procedures. Ability to meet recurring weekly and monthly deadlines. Physical Requirements Occasionally lift up to 40 pounds. Walk and stand for extended periods. Work evenings, weekends, and holidays as business needs require. Travel for training, conferences, and vendor meetings. Performance Expectations: The A/P Specialist will be evaluated on measurable outcomes, including: Accurate and timely invoice processing. Proper three-way matching and documentation. Timely preparation of payment batches. Reduction of duplicate or improperly processed invoices. Timely resolution of invoice discrepancies. Compliance with purchase-order and approval requirements. Accuracy of AP records and filing. Professional communication with vendors and Commercial Center staff. Additional Requirements: Must be eligible for coverage under the Tribe’s vehicle insurance policy. Preference in hiring is given to qualified American Indians in accordance with the Indian Preference Act (Title 25 U.S. Code, § 472 and 473). Applicants claiming Indian preference must submit verification by Tribe of affiliation or other acceptable documentation of Tribal Enrollment. Able to pass a BVR drug test. Must be able to satisfactorily complete a background check and a pre-employment screening. #J-18808-Ljbffr Big Valley Market and Fuel