Accounts Payable Specialist, Commercial Center

Location: Lakeport

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 & Responsibilities Invoice Processing
• 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.

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.

Vendor Records
• Maintain accurate vendor files.
• 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
• Maintain vendor W-9 records.
• 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.

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.

Skills & Competencies
• 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.
• Professional vendor communication skills.
• Basic Excel/spreadsheet proficiency.
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