Senior Accounts Payable Specialist

Senior Accounts Payable (AP) Specialist

Under the general supervision of the Accounting Manager, the Senior Accounts Payable (AP) Specialist will be responsible for managing and processing complex transactions, ensuring timely payments, and maintaining accurate payment records within the accounts. Oversees the recording of invoices, projects, and g/l coding of vendor invoices, maintains the vendor master file and financial records, provides support and mentoring to AP staff, and assists with the accounts payable function.

Our agency provides employees with a positive work environment and the ability to balance work & home along with excellent benefits. Our benefit package includes: medical, dental, vision, life insurance including sick, vacation, and personal leave with 13 paid holidays and a fully vested retirement plan with an up to 5% match.

This position is full-time with full benefits and starts out between $23.13 - $27.12 per hour and is located in Santa Barbara.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Essential Duties and Responsibilities Other duties may be assigned:

• Oversee, audit, and process vendor invoices, expense reports, and payments (ACH, wires, checks).
• Manages all online accounts, credit cards, and payments.
• Resolves complex billing discrepancies, maintains vendor records (W-9s), and reconciles vendor statements.
• Aligns purchasing procedures to governmental funding requirements, external grants, internal practices, or other needs and requirements that follow OMB procurement requirements.
• Communicates and negotiates with vendors and outside sales representatives regarding rates, discounts, and incorrect orders.
• Oversees the creation and distribution of agency purchase orders.
• Supports month-end closing by preparing journal entries, ensuring adherence to internal controls, and preparing 1099 forms.
• Refines and establishes clear systems and procedures to ensure the smooth execution of financial processes by departments and staff members. Improves process documentation as applicable.
• Maintains accurate invoice files and other fiscal or transaction records as required by law and policy.
• Assists in developing guidelines for the proper handling and coding on A/P invoices to maintain vendor expense account records.
• Ensures employer identification numbers or social security numbers have been collected from all vendors to prepare and submit 1099s.
• Identifies inefficiencies and recommends changes.
• Provides supporting documentation for audits.
• Assists the Accounting Manager with projects as needed.
• Other duties as assigned by the Accounting Manager and Chief Financial Officer.

Knowledge, Skill & Ability Required

Education and/or Experience: Minimum of an AS in Accounting, Business Administration, or equivalent, and three or more years of accounting experience with direct experience in full-cycle accounts payable or equivalent combination of education and experience.

Language Skills: Ability to read and write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: To perform this job successfully, an individual must have experience with ERP systems, including Blackbaud Financial Edge NXT or AP automation software, and be proficient in Microsoft Office, particularly MS Excel (pivot tables).

Certificates, Licenses, Registrations: None

Physical Demands: While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Work Environment: The noise level in the work environment is usually quiet to moderate.

EOE / CommUnify