Accounts Payable Clerk

The Accounts Payable Clerk is responsible for processing invoices, maintaining vendor accounts, managing payment activities, and ensuring accurate financial recordkeeping in accordance with company policies and accounting standards. This role supports timely vendor payments, proper general ledger coding, regulatory reporting requirements, and effective resolution of invoice and vendor account issues.

The ideal candidate is detail-oriented, organized, and experienced in accounts payable processes, with strong data entry, communication, and problem-solving skills.

• Accounts Payable Processing
• Prepare, review, and enter invoices accurately to ensure payments are processed correctly and on time.
• Verify invoice details, including invoice numbers, vendor information, payment amounts, and mailing addresses.
• Ensure payments are issued without the need for manual corrections or reprocessing.
• Review supporting documentation for completeness and compliance with company procedures.
• Process both Purchase Order (PO) and Non-PO invoices according to payment terms and department guidelines.
• General Ledger & Financial Accuracy
• Analyze, code, and enter invoices to the appropriate General Ledger (GL) accounts.
• Ensure expenses are charged to the correct fiscal year and accounting period.
• Record and maintain accrual entries to ensure accurate financial reporting.
• Support month-end and year-end accounting activities as assigned.
• Maintain accuracy in financial records and documentation.
• Manage assigned vendor accounts and ensure timely payment processing.
• Maintain recurring vendor payment accounts and monitor automatic payment schedules.
• Resolve vendor questions, discrepancies, and account disputes in a professional and timely manner.
• Work closely with internal departments and vendors to obtain necessary documentation and resolve issues.
• Regulatory & Tax Reporting Support
• Accurately record and maintain 1099 vendor information to support annual tax reporting requirements.
• Ensure vendors are properly established within the vendor master system.
• Track and record California Form 587 withholding information and documentation.
• Support quarterly and annual regulatory reporting requirements.
• Compliance & Documentation
• Demonstrate compliance with the organization's Code of Conduct and corporate compliance policies.
• Report compliance concerns or suspected violations according to established procedures.
• Maintain confidentiality of financial, vendor, and company information.
• Ensure all documentation is complete, accurate, and properly filed.
• Administrative & Team Support
• Perform data entry and record maintenance with a high degree of accuracy.
• Assist with special projects and additional accounting or administrative tasks as assigned.
• Collaborate effectively with team members to support departmental goals.
• Continuously seek opportunities to improve efficiency and process eff
  ectiveness.

• High School Diploma, GED, or higher-level degree (required for hires after January 1, 2025).
• Minimum 3 years of Accounts Payable experience in a centralized purchasing and receiving environment.
• Strong knowledge of accounts payable principles and invoice processing.
• Ability to analyze financial documentation and identify discrepancies.
• Proficiency in Microsoft Office Suite, including:
• Excel
• Word
• Outlook
• Power Point
• Ability to use ten-key by touch.
• Typing speed of approximately 40-50 WPM.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong organizational skills and attention to detail.
• Ability to work independently and collaboratively within a team environ
  ment.

• Experience working in a healthcare environment.
• Familiarity with ERP systems, accounting software, and vendor management processes.
• Experience with accrual accounting and tax reporting requirements.
• Knowledge of 1099 reporting and California Form 587 requirements.
• Experience resolving vendor disputes and payment discrep
  ancies.

• No specific certifications required.
• Accounting, Accounts Payable, Bookkeeping, or Finance-related certifications are a plus.