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Accounts Payables Specialist
TEMECULA, CASummary/Objective
The Accounts Payable Specialist is responsible for the financial processing of transactions for the organization. They perform crucial job duties that ensure vendors receive pay for services and products rendered. They review and process invoices, audit credit card bills, answer vendor inquiries, reconcile vendor statements, process, and maintain 1099 statements, and process and distribute checks. Accounts Payable Specialist combines a solid understanding of accounts payable principles, with strong analytical and problem-solving skills. They are highly organized and detail-oriented and possess the ability to effectively work both independently and in a team setting. Accounts Payable Specialist demonstrates excellent verbal and written communication and interpersonal skills, as well as the ability to work well under pressure in a fast-paced environment.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
This position has no supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
This is a largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary. The employee is frequently required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.
The employee must be able to sit for prolonged periods and type on a keyboard for 6-8 hours per day and finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment and talk on the phone.
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. with an hour unpaid meal break taken before the 5th hour. Some overtime may be necessary as assigned.
Travel
No travel is expected for this position.
Required Education and Experience
Preferred Education and Experience
EEO Statement
Infinium is an equal employment opportunities to all employees and applicants for employment and prohibits discrimination or harassment based on the following categories: race (includes hair texture and protective hairstyle), color, religion (including religious dress and grooming practices), sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity, gender expression, sexual orientation, marital status, medical condition (genetic characteristics, cancer or a record or history of cancer), veteran or military status, national origin (includes language use and possession of driver’s license issued to persons unable to prove their presence in the US is authorized under federal law), ancestry, disability (mental and physical, including HIV/AIDS, cancer, and genetic characteristics), genetic information, request for family care leave, request for leave for a serious health condition, request Pregnancy Disability Leave, age, criminal background (Fair Chance Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
The Accounts Payable Specialist is responsible for the financial processing of transactions for the organization. They perform crucial job duties that ensure vendors receive pay for services and products rendered. They review and process invoices, audit credit card bills, answer vendor inquiries, reconcile vendor statements, process, and maintain 1099 statements, and process and distribute checks. Accounts Payable Specialist combines a solid understanding of accounts payable principles, with strong analytical and problem-solving skills. They are highly organized and detail-oriented and possess the ability to effectively work both independently and in a team setting. Accounts Payable Specialist demonstrates excellent verbal and written communication and interpersonal skills, as well as the ability to work well under pressure in a fast-paced environment.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sets-up and maintains vendor information in accounting system, obtains required documentation from new vendors such as W-9s and confirms that all information is correct and accurate.
- Processes invoices into accounting system (IQMS) in a timely manner, accurately distributing the invoice cost to the correct general ledger codes.
- Strong reconciliation skills needed to research discrepancies, determine accuracy of invoices, and continuously follow up to resolve account questions.
- Research and resolve problem items and other issues to mutual satisfaction. Answers and responds to emails and requests in a timely, professional, and efficient manner.
- Review invoice reasonableness and test the mathematical accuracy of the invoice; conducts research necessary to obtain documentation, acquires necessary approvals.
- Maintains processes and controls to ensure that duplicate invoices are not posted.
- Ensure that AP receives all invoices and input them into the accounting software (IQMS) by month end.
- Processes employee check requests and expense reports, ensuring that all appropriate approvals are obtained.
- Review and process weekly check run 50-75 payments a week.
- Distributes signed checks.
- Acts as point person for questions concerning vendor disbursements. Communicates with co-workers, management, and others regarding purchases.
- Maintains all accounts payable reports, spreadsheets, and corporate accounts payable files.
- Performs weekly credit card reconciliation.
- Assists Controller as necessary.
- Assists in monthly closings.
- Prepares analysis of accounts, as required.
- Opens AP mail and distributes as applicable.
- Performs filing and copying duties.
- Assists department with various external audits.
- Assists in special projects and other duties as assigned.
Competencies
- Problem Solving/Analysis.
- Customer/Client Focus.
- Financial Management.
- Thoroughness.
- Computer Proficiency.
- Ethical Conduct.
- Organizational Skills.
- Results Driven.
- Flexibility.
This position has no supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
This is a largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary. The employee is frequently required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.
The employee must be able to sit for prolonged periods and type on a keyboard for 6-8 hours per day and finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment and talk on the phone.
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. with an hour unpaid meal break taken before the 5th hour. Some overtime may be necessary as assigned.
Travel
No travel is expected for this position.
Required Education and Experience
- 3-5 years’ experience in Accounts Payable: previous experience at a Manufacturing industry a plus.
- Able to effectively communicate in English.
- Experienced in account reconciliation.
- Highschool diploma or equivalent required: Associates degree in accounting a plus.
- Must have strong computer skills in Microsoft Office Suite and programs such as Word, Excel, and Outlook.
- Must have experience with accounting software systems.
- Must be reliable and extremely trustworthy.
Preferred Education and Experience
- Bachelor’s degree in accounting or related field.
EEO Statement
Infinium is an equal employment opportunities to all employees and applicants for employment and prohibits discrimination or harassment based on the following categories: race (includes hair texture and protective hairstyle), color, religion (including religious dress and grooming practices), sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity, gender expression, sexual orientation, marital status, medical condition (genetic characteristics, cancer or a record or history of cancer), veteran or military status, national origin (includes language use and possession of driver’s license issued to persons unable to prove their presence in the US is authorized under federal law), ancestry, disability (mental and physical, including HIV/AIDS, cancer, and genetic characteristics), genetic information, request for family care leave, request for leave for a serious health condition, request Pregnancy Disability Leave, age, criminal background (Fair Chance Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.