Accounts Payable Specialist

Imperial Management Administrators Services Inc; Pasadena (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Imperial Management Administrators Services Inc in Pasadena, CA is seeking an Accounts Payable Specialist to manage invoice processing, vendor onboarding, and payment execution. The role requires precise coding, timely approvals, and strong problem-solving when discrepancies arise.

Responsibilities include matching invoices to orders, maintaining vendor data, and supporting month-end close with accurate accruals and reconciliations. A detail-oriented, reliable candidate will thrive in this role.

Qualifications

• Experience handling AP workflows and processing invoices accurately.
• Strong attention to detail and ability to resolve discrepancies.
• Proficient in reconciling AP subledgers to GL and preparing accruals.

Responsibilities

• Review, verify, and process vendor invoices accurately and timely.
• Match invoices to PO, contracts, receipts, and docs.
• Code invoices to GL accounts, cost centers, and projects.
• Research and resolve discrepancies, pricing issues, and approvals.
• Monitor invoice workflow and follow up on approvals.
• Process recurring invoices and automated payments.
• Maintain vendor records and onboarding in the accounting system.
• Prepare AP accruals and support month-end close.

Skills

Vendor management

Invoice processing

GL coding

Month-end close

Job description

Job Description

Job Description

ACCOUNTS PAYABLE SPECIALIST JOB DESCRIPTION

Position Summary

Essential Duties and Responsibilities

Invoice Processing and Validation

• Review, verify, and process vendor invoices accurately and timely.
• Match invoices to purchase orders, contracts, receipts, and supporting documentation.
• Ensure proper coding of invoices to general ledger accounts, cost centers, departments, and projects.
• Research and resolve invoice discrepancies, pricing issues, duplicate payments, and approval variances.
• Monitor invoice workflow and follow up on outstanding approvals.
• Process recurring invoices and automated payment transactions.

Vendor Management

• Establish and maintain vendor records in the accounting system.
• Validate vendor information, including tax forms, banking details, and payment terms.
• Coordinate vendor onboarding and ensure compliance with company policies.
• Respond promptly to vendor inquiries regarding payment status and account balances.
• Investigate and resolve vendor disputes and reconciliation issues.
• Maintain professional and positive vendor relationships.

Payment Processing

• Prepare and process payment runs via check, ACH, wire transfer, virtual card, and other approved payment methods.
• Ensure payments are made according to contractual terms and company policies.
• Monitor discount opportunities and optimize payment timing.
• Maintain payment schedules and cash flow requirements.
• Ensure proper authorization and documentation for all disbursements.
• Review and process urgent and exception payments when necessary.

Reconciliations and Account Analysis

• Perform vendor statement reconciliations regularly.
• Reconcile accounts payable subledger to the general ledger.
• Investigate and resolve aged balances and outstanding transactions.
• Monitor prepaid expenses and accrual-related invoices.
• Assist in identifying process improvements and reconciliation efficiencies.

Month-End and Year-End Close Support

• Assist in month-end close activities related to accounts payable.
• Prepare AP accruals and ensure proper recording of liabilities.
• Reconcile AP-related accounts and prepare supporting schedules.
• Support annual audits by providing documentation and responding to auditor requests.
• Assist with year-end reporting and tax-related requirements.

Expense Management

• Review employee expense reports for compliance with company policies.
• Verify supporting receipts and approvals.
• Process reimbursements accurately and within established timelines.
• Investigate discrepancies and communicate with employees regarding missing or incomplete documentation.

Compliance and Internal Controls

• Ensure adherence to company policies, accounting procedures, and internal controls.
• Support segregation-of-duty controls and fraud prevention measures.
• Maintain confidentiality of financial and vendor information.
• Assist with implementation and monitoring of AP policies and procedures.
• Support compliance with tax regulations and reporting requirements.

Reporting and Analysis

• Prepare recurring and ad hoc accounts payable reports.
• Monitor AP aging reports and identify potential issues.
• Analyze payment trends and vendor activity.
• Assist management with budgeting and cash forecasting information.
• Provide recommendations for process enhancements and cost-saving opportunities.