Accounts Payable Specialist

Job Description

Job Description

POSITION :  Accounts Payable Specialist

REPORTS TO : VP of Finance

STATUS:   Part-Time (30 hours per week), Non-Exempt

JOB CLASSIFICATION :  Associate II

UNION ELIGIBLE :  Yes

WORK ARRANGEMENT : Hybrid (3 days in office)

LOCATION :  San Francisco, CA

  SALARY RANGE:  $32.90/hr-$39.46/hr

APPLICATION DEADLINE: Open Until Filled

Founded in San Francisco in 1902, the LightHouse’s purpose is to promote the independence, equality and self-reliance of people who are blind or visually impaired. The LightHouse is currently in a period of growth, increasing our capacity to serve more low-vision and blind clients. 

OVERVIEW :

The Accounts Payable Specialist is a part-time position at LightHouse for the Blind and Visually Impaired (LightHouse). Reporting to the VP of Finance, the Accounts Payable Specialist supports the timely and accurate processing of accounts payable transactions, including Finance mail handling, invoice intake, documentation review, data entry, payment preparation, vendor record maintenance, and related administrative activities. The position maintains complete and organized accounts payable records and performs assigned duties in accordance with established financial policies and internal controls.  

QUALIFICATIONS:

• High school diploma or equivalent required.
• Associate degree in accounting, finance, business administration, or a related field preferred. Relevant experience may be considered in place of a degree.
• At least two years of accounts payable, bookkeeping, or other transactional accounting experience preferred.
• Experience with invoice processing, vendor records, payment documentation, and financial recordkeeping preferred.
• Nonprofit accounting experience preferred.
• Basic knowledge of accounting practices, accounts payable processes, and internal controls.
• Ability to enter and review financial information accurately.
• Strong attention to detail and commitment to maintaining complete supporting documentation.
• Strong organizational, prioritization, and time-management skills.
• Customer-service orientation and the ability to communicate professionally with vendors and internal staff.
• Ability to protect confidential and sensitive financial information.
• Ability to manage assigned responsibilities and meet established deadlines while working a 30-hour weekly schedule.
• Ability and willingness to cross-train on essential accounts receivable processes and provide backup coverage during staff absences.
• Proficiency or working knowledge of Microsoft Office applications, including Excel and Word, and the ability to learn accounting and operational software used by LightHouse.

JOB RESPONSIBILITIES:

• Finance Mail and Invoice Intake
  • Retrieve, open, date-stamp, sort, and distribute incoming Finance mail in accordance with established procedures.
  • Identify invoices, checks, remittance information, notices, and other financial correspondence and route each item to the appropriate Finance team member or workflow.
  • Scan and upload assigned invoices and supporting documents to the designated accounting or document-management system.
  • Maintain appropriate control, confidentiality, and security over checks, invoices, tax documents, vendor information, and other sensitive financial materials.
  • Notify the VP of Finance or appropriate Finance team member of unusual, urgent, incomplete, or potentially time-sensitive items.
• Invoice Processing
  • Receive, review, code, and enter vendor invoices into the applicable accounting system.
  • Review invoices for appropriate supporting documentation, coding, authorization, and compliance with established accounts payable procedures.
  • Match invoices to available purchase orders, contracts, approvals, receiving records, or other supporting documentation, as applicable.
  • Identify duplicate invoices, discrepancies, missing documentation, and approval issues.
  • Follow up with vendors and internal staff to obtain information needed to process assigned invoices.
  • Route invoices through the established approval workflow and monitor assigned invoices for timely completion.
  • Maintain accurate invoice status and processing records.
• Vendor Records and Communications
  • Create and maintain assigned vendor records in accordance with established procedures and approval requirements.
  • Collect and maintain required vendor documentation, including applicable tax and payment information.
  • Respond to routine vendor and internal inquiries regarding invoice receipt, documentation, approval status, and payment status.
  • Research assigned vendor account discrepancies and assist with resolving outstanding issues.
  • Communicate suspected duplicate invoices, unusual payment requests, vendor-information changes, or other concerns to the VP of Finance before processing.
• Payment Processing
  • Assist with preparing assigned payment runs in accordance with the established payment schedule.
  • Print vendor checks from approved payment runs.
  • Confirm that required documentation and approvals are present before checks or other payments are released.
  • Assemble payment support and obtain required signatures or approvals.
  • Assist with the secure distribution and mailing of vendor payments.
  • Maintain payment records and supporting documentation.
  • Follow established controls governing payment preparation, check stock, signatures, custody, and release.
  • Communicate rejected, returned, voided, or otherwise unresolved payments to the appropriate Finance team member.
• Accounts Payable Review and Reconciliation Support
  • Review assigned AP reports and open items for completeness and accuracy.
  • Assist with researching aged invoices, unapplied credits, duplicate transactions, returned payments, and vendor statement differences.
  • Reconcile assigned vendor statements to accounting records.
  • Assist with assigned accounts payable reconciliations and supporting schedules.
  • Support the identification and resolution of discrepancies in assigned AP records.
  • Escalate material or unresolved items to the VP of Finance.
• Year-End and Audit Support
  • Assist with gathering and organizing accounts payable documentation for internal and external audits.
  • Support assigned year-end vendor reporting and documentation activities.
  • Review assigned vendor records for completeness and communicate missing information.
  • Provide assigned invoices, payment records, approvals, vendor documents, and supporting schedules by established deadlines.
  • Maintain assigned accounts payable documentation in an organized and audit-ready condition.
• General Responsibilities
  • Cross-train and provide backup support for essential accounts receivable activities during scheduled vacations, leaves, or other staff absences, as assigned.
  • Follow established financial policies, accounts payable procedures, approval requirements, and internal controls.
  • Protect confidential vendor, banking, employee, and organizational information.
  • Communicate errors, discrepancies, missing information, suspected duplicate payments, and anticipated delays promptly.
  • Coordinate effectively with Finance staff, department approvers, vendors, and other internal contacts.
  • Assist the VP of Finance with assigned accounts payable and administrative Finance activities.
  • Provide support during audits, payment cycles, staff absences, and other high-volume periods.
  • Perform other related accounts payable and Finance administrative duties consistent with the general nature, level, schedule, and classification of the position.

What Does Meeting Expectations Look Like?

• Opening and processing mail and invoices in a timely manner.
• Invoice Processing within 2 business days after receiving complete documentation, appropriate coding, and required authorization. This includes review of the invoices for accuracy, duplications, vendor info., etc.
• Communicate missing documentation, coding, approval, or discrepancy issues within 1 business day of identification.
• Maintain a target accuracy rate of 98% or higher, based on the Finance Department’s established review methodology.
• Payment Processing - Complete assigned payment-run preparation by the deadlines in the applicable AP payment calendar.
• Enter and maintain vendor records and inquiries
• AP Reconciliation and Close Support, with successful discrepancy research within 5 business days.
• Maintain supporting documentation, audit, and year-end support in accordance with finance department timeframes.
• Be a collaborative partner and take accountability for work. 
• Assignment Flexibility

PHYSICAL REQUIREMENTS:

• Ability to sit at a desk and perform computer-intensive work for extended periods daily.
• Operate standard office equipment.
• Ability to carry and transport up to 20 lbs. regularly.
• Ability to travel independently to LightHouse locations as needed.

WORKING CONDITIONS:

LightHouse is an equal opportunity employer. LightHouse policy and the law prohibit discrimination and harassment based on an individual’s race, ancestry, religion or religious creed (including religious dress and grooming practices), color, age (40 and over), sex, gender, sexual orientation, gender identity or expression, genetic information, national origin (including language use restrictions), marital status, medical condition (including cancer and genetic characteristics), physical or mental disability (including HIV and AIDS), military or veteran status, pregnancy, childbirth, breastfeeding and related medical conditions, denial of Family and Medical Care leave, height and weight, or any other classification protected by federal, state, or local laws, regulations, or ordinances. Our policy and the law prohibit co-workers, third parties, supervisors, and managers from engaging in such conduct.

We strive to maintain a scent-free environment and a drug-free workplace. Employees are expected to behave in accordance with these objectives.