POSITION OVERVIEW:
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee expense reports, check requests, and other disbursements in accordance with established accounting policies and internal controls. This position ensures all transactions are properly authorized, accurately coded, recorded in the correct accounting period and general ledger accounts, and processed in a timely manner to support accurate financial reporting and timely payments.
The successful candidate demonstrates strong attention to detail, accuracy, accountability, and organizational skills, with the ability to meet deadlines, maintain effective working relationships, and identify opportunities to improve accounts payable processes and internal controls.
PRINICIPAL DUTIES & RESPONSIBILITIES:
· Process vendor invoices, employee expense reports, check requests, and other disbursement documents accurately and in a timely manner.
· Review supporting documentation to ensure proper approvals, completeness, accuracy, and compliance with accounting policies and internal controls.
· Verify general ledger account coding, cost centers, funding sources, transaction amounts, and accounting periods to ensure accurate financial reporting.
· Enter accounts payable transactions into the accounting system and maintain accurate records of all disbursements.
· Prepare voucher packets and supporting documentation for review and approval prior to posting transactions to the general ledger.
· Prepare weekly check runs, and other approved payment requests while ensuring proper authorization.
· Maintain vendor records
· Generate and reconcile the Accounts Payable Aging Report to the general ledger control account; investigate and resolve discrepancies as needed.
· Monitor outstanding checks and process voids or adjustments in accordance with company policies.
· Support month-end and year-end closing activities by ensuring all invoices and expenses are recorded in the appropriate accounting period.
· Maintain organized electronic and hard-copy accounts payable files in accordance with record retention requirements.
· Assist with audits, financial reviews, and funder monitoring by providing requested documentation and supporting schedules.
· Respond professionally to vendor and employee inquiries regarding invoice status, payments, and account discrepancies.
· Maintain confidentiality of financial information and comply with organizational policies, accounting standards, and applicable regulations.
· Identify opportunities to improve accounts payable processes, strengthen internal controls, and increase operational efficiency.
· Collaborate effectively with Accounting, Finance, Operations, and other departments to resolve issues and ensure timely payments process.
· Perform other duties and special projects as assigned.
REQUIRED SKILLS & QUALIFICATIONS:
· Associate degree in Accounting, Finance, Business Administration, or related field preferred; equivalent work experience may be considered.
· Minimum 3–5 years of accounts payable or general accounting experience; nonprofit or multi-funded organization experience preferred.
· Strong understanding of accounts payable processes, general ledger coding, and accounting principles.
· High level of accuracy, attention to detail, and ability to identify and resolve discrepancies.
· Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a fast-paced environment.
· Strong analytical, organizational, and problem-solving skills.
· Excellent communication and interpersonal skills with the ability to work collaboratively across departments.
· Proficiency with accounting software and Microsoft Office applications, including Excel, Word, and Outlook.
· Ability to maintain professionalism, confidentiality, and ethical standards when handling sensitive financial information.
SUPERVISION RECEIVED:
Staff success and professional development are a priority at HHCLA. Staff will receive individual supervision weekly with their direct supervisor. Additionally, direct service staff will have the opportunity to participate in group supervision, which provides a learning and supportive environment to promote quality client care, self-care and a healthy work environment.
ORGANIZATIONAL RELATIONSHIPS/INTERACTION:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily; help maintain a health work environment, initiates and maintain professional interactions and communication with HHCLA employees and/or others, and interacts with all levels of organizational staff and management; outside auditors, community partners and/or vendors.
LEAERSHIP EXPECTATIONS:
Communication – Effectively and consistently communicates contract and compliance directives to staff. Encourages interactive discussions and maintains an open-door policy. Ensures that all staff within the program are properly educated and informed about matters relating to the agency.
Relationships and Attitude – Models professionalism by maintaining effective working relationships, following all policies and procedures and approaching challenges with a proactive and positive attitude. Also develop strong, trusted relationships with colleagues and customers.
Attendance –Models good attendance by adhering to the regular work schedule and at times works additional or varied hours to accommodate workflow.
Problem Solving – Ability to analyze problems and implement acceptable solutions.
Confidentiality - Maintains confidentiality of all business documents and correspondence.
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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to: use hands to produce records and/or documentation in manual or electronic format. The employee is frequently required to stand and sit. The employee must possess ability to ensure significant communication with HHCLA’s community members. The employee must regularly lift and/or move up to 10 pounds and occasionally move or lift up to 25 pounds. 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.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, must be available to work irregular hours, shifts, weekends, holidays. The noise level in the work environment is usually moderate. Employees will constantly work in indoor and outdoor conditions.
AMERICANS WITH DISABILITY SPECIFICATIONS:
There is one flight of stairs that must be climbed to the 2nd floor at the Beverly Site location. There is no elevator access within the office.
Job Type: Full-time
Pay: $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Vision insurance
People with a criminal record are encouraged to apply
Ability to Commute:
- Los Angeles, CA 90026 (Required)
Ability to Relocate:
- Los Angeles, CA 90026: Relocate before starting work (Preferred)
Work Location: In person
