Accounts Payable Specialist

Vaco by Highspring; Irvine (CA); On-site; USD 42,000 - 70,000; Full time

Job summary

Vaco by Highspring is seeking an organized Accounts Payable Specialist to join the Irvine, CA accounting team. You will support the full AP process, code and process invoices, issue weekly payments, and maintain vendor records with accuracy.

The role requires 2+ years of AP experience, strong Excel skills, and the ability to work in a fast-paced environment while meeting deadlines. Collaboration with internal departments and attention to internal controls are key.

Qualifications

• 2+ years of accounts payable experience
• Experience processing high-volume invoices is a plus
• Proficiency in Excel and ERP systems
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Able to prioritize multiple responsibilities and meet deadlines
• Strong written and verbal communication
• Ability to work independently and with a team
• Bachelor's/Associate degree in Accounting or related field is a plus

Responsibilities

• Process and code vendor invoices accurately and in a timely manner
• Review invoices for proper documentation, approvals, and coding
• Match invoices to purchase orders and receiving documentation
• Prepare and process weekly payment runs (checks, ACH, electronic payments)
• Maintain accurate vendor records and respond to vendor inquiries
• Research and resolve invoice discrepancies and payment issues
• Reconcile vendor statements and accounts
• Assist with month-end close and AP reconciliations
• Review employee expense reports and supporting documentation as needed
• Maintain organized and accurate AP records and documentation
• Assist with 1099 preparation and year-end reporting
• Partner with internal departments to resolve invoice and payment-related questions
• Ensure compliance with company policies and internal controls
• Support accounting team with additional projects and administrative needs

Skills

Accounts Payable

Attention to detail

Time management

Communication

Education

Associate's or Bachelor's in Accounting or related field

Tools

Excel

ERP software

Job description

Our client is seeking an organized and detail-oriented Accounts Payable Specialist to join their accounting team. This individual will be responsible for supporting the full accounts payable process, ensuring invoices and payments are processed accurately and on time, maintaining vendor records, and assisting with reconciliations and other accounting-related responsibilities.

The ideal candidate has strong accounts payable experience, excellent attention to detail, and the ability to manage a high volume of invoices while meeting deadlines in a fast-paced environment.

Key Responsibilities

• Process and code vendor invoices accurately and in a timely manner
• Review invoices for proper documentation, approvals, and coding
• Match invoices to purchase orders and receiving documentation
• Prepare and process weekly payment runs, including checks, ACH, and electronic payments
• Maintain accurate vendor records and respond to vendor inquiries
• Research and resolve invoice discrepancies and payment issues
• Reconcile vendor statements and accounts
• Assist with month-end close and accounts payable reconciliations
• Review employee expense reports and supporting documentation as needed
• Maintain organized and accurate AP records and documentation
• Assist with 1099 preparation and year-end reporting
• Partner with internal departments to resolve invoice and payment-related questions
• Ensure compliance with company policies and internal controls
• Support the accounting team with additional projects and administrative needs as needed

Qualifications

• 2+ years of accounts payable or related accounting experience preferred
• Experience with high-volume invoice processing is a plus
• Strong understanding of accounts payable processes and basic accounting principles
• Proficiency in Microsoft Excel and accounting/ERP systems
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Ability to prioritize multiple responsibilities and meet deadlines
• Strong written and verbal communication skills
• Ability to work independently while also collaborating with a team
• Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field is a plus

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here https://www.highspring.com/ai-use-notices/. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

· the individual's skill sets, experience and training;

· licensure and certification requirements;

· office location and other geographic considerations; and

· other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).