Accounts Payable Specialist

Description

The Pauma Band of Mission Indians is seeking a detail‑oriented and dependable Accounts Payable Specialist to join our Finance Department. Under the supervision of the Chief Financial Officer, the Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, purchase orders, vendor payments, expense reimbursements, and other accounts payable activities. This position helps ensure that expenditures are properly authorized, documented, coded, and processed in accordance with Tribal policies, purchasing procedures, internal controls, and applicable requirements.

The Accounts Payable Specialist also maintains vendor records, supports annual 1099 reporting, performs account reconciliations, and works closely with Finance, Procurement, department managers, vendors, and other organizational stakeholders. Exercises no supervision.

Requirements

Key responsibilities include:

• Receive, review, code, and process vendor invoices for payment.
• Verify invoices against purchase orders, contracts, receiving documentation, and other supporting records.
• Confirm appropriate departmental authorization and approval prior to payment.
• Review invoices for accuracy, proper coding, duplicate payments, and required documentation.
• Establish and maintain accurate vendor records and required tax and payment information.
• Process invoices against approved purchase orders and assist with resolving purchasing discrepancies.
• Prepare and process vendor payments, including checks, ACH, electronic payments, and other approved payment methods.
• Research and resolve returned, rejected, disputed, or incomplete payments.
• Maintain vendor tax information and assist with annual 1099 reporting.
• Review and process employee and Tribal representative expense reimbursements.
• Reconcile accounts payable records to the general ledger and research discrepancies.
• Assist with AP aging reports and other accounts payable reporting.
• Support month-end and year-end closing activities.
• Assist with audit preparation and provide requested accounts payable documentation.
• Follow established accounts payable policies, procedures, segregation-of-duties requirements, and internal controls.
• Protect confidential financial, employee, vendor, tax, and banking information.
• Respond professionally to vendor and departmental questions regarding invoices, payments, purchasing requirements, and account balances.

Education:

• High school diploma or equivalent.
• Associate degree in Accounting, Finance, Business Administration, or a related field preferred.

Experience:

• Two or more years of accounts payable, accounting, or financial administrative experience.
• Experience with invoice processing, vendor maintenance, payment processing, and account reconciliation.
• Experience with purchase order systems and procurement processes is a plus.
• Experience with 1099 reporting is a plus.
• Experience processing ACH and electronic payments.