Accounts Payable Specialist

An Accounts Payable Specialist plays a central role in keeping our fast‑paced, specialty veterinary practice running smoothly. This position supports a team of board‑certified dermatology professionals by ensuring vendors are paid accurately and on time, financial records remain precise, and day‑to‑day operations stay organized. You'll join a collaborative environment where attention to detail, reliability, and proactive problem‑solving directly contribute to exceptional patient care and a seamless client experience.

Qualifications:

3+ years of experience in full-cycle accounts payable

Ability to process 500+ invoices weekly

Experience with 3-way matching

Experience with 1099 and W-9 procesing

Job Description

The Accounts Payable Specialist manages high-volume, multi-location accounts payable operations in a fully onsite environment. This role focuses on accurate and timely invoice processing, vendor account reconciliation, and support of core accounting activities, while partnering closely with other AP specialists, the AP leadership team, internal employees, and external vendors. The position requires strong communication skills, comfort with change and manual processes, and the ability to work efficiently in a fast-paced setting with the potential for contract extension or hire based on workload.

Responsibilities

+ Manage accounts payable activities across multiple locations in coordination with other AP specialists and AP leadership.

+ Manually manage the AP inbox on a daily basis, ensuring all bills are captured and entered into the Chase
360 system.

+ Respond promptly and professionally to internal and external emails regarding invoices, payments, and vendor inquiries.

+ Reconcile vendor accounts receivable aging reports to the organization's vendor payable balances to ensure accuracy.

+ Review new and updated vendor documentation and assist AP leadership with vendor setup and maintenance.

+ Organize and move emails into the correct folders to maintain a clear and efficient workflow.

+ Follow up on outstanding emails and requests to ensure timely resolution of AP-related issues.

+ Process bills accurately, confirming that the correct invoice is used and that all required backup documentation is attached.

+ Ensure proper general ledger coding of invoices to align with accounting policies and reporting requirements.

+ Process transactions and perform accounting duties such as account maintenance, recording journal entries, and reconciling books of accounts.

+ Establish and maintain positive working relationships with employees to support smooth internal AP processes.

+ Establish and maintain strong working relationships with vendors to support timely payments and issue resolution.

+ Verify vendor accounts, pay vendors on schedule, and resolve invoice or payment discrepancies.

+ Ensure check requests and employee expense reports are supported with appropriate documentation, including invoices and receipts.

+ Download all online invoices in a timely manner to prevent late payments and maintain up-to-date records.

+ File paperwork appropriately, whether in a physical filing system or within the organization's electronic systems.

+ Assist with W-9 and 1099 processes to support accurate and compliant tax reporting.

+ Stay informed about regulatory requirements and best practices in accounting and accounts payable.

+ Support special projects as assigned, contributing AP expertise and attention to detail.

+ Handle a high daily volume of invoices, averaging approximately 100 manually entered invoices per day.

+ Work overtime as needed to meet deadlines and support peak workload periods.

Job Type & Location

This is a Contract to Hire position based out of Newport Beach, CA.

Pay and Benefits

The pay range for this position is $24.04 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:  - Medical, dental & vision
- Critical Illness, Accident, and Hospital  - 401(k)…