Accounts Payable Specialist

VETERANS VILLAGE OF SAN DIEGO, INC; San Diego (CA); On-site; USD 50,000 - 68,000; Full time

Job summary

VVSD in San Diego is seeking an Accounts Payable Specialist to manage invoice processing, coding, and payments across VVSD programs and grants.

You will maintain vendor records, ensure proper approvals, support month-end close, and assist with audit readiness while upholding internal controls and confidentiality.

Strong communication with program staff and vendors is essential to resolve discrepancies promptly.

Qualifications

• High school diploma or equivalent required; college-level accounting coursework or equivalent relevant work experience required.
• 3+ years of accounts payable or related accounting duties; nonprofit or grant-funded experience preferred.

Responsibilities

• Monitor incoming accounts payable email and mail; receive, organize, and track invoices, purchase orders, and reimbursements.
• Review invoices for accuracy, proper authorization, and supporting documents; obtain missing information or approvals.
• Verify vendor details, dates, amounts, and coding before processing.
• Process weekly vendor payments by check, ACH, or purchasing card per VVSD policies.
• Assist with month-end close, reconciliations, and documentation of liabilities.
• Support grant reimbursement and audit readiness; maintain internal controls.

Skills

Accounts payable

Vendor inquiries

Attention to detail

Team collaboration

Confidentiality

Education

High school diploma or equivalent

Accounting coursework or related experience

Tools

Excel

Word

Outlook

MIP Cloud

Ten-key calculator

Job description

Department: Finance

Reports to: Controller

Employment Status: Full-time FLSA

Classification: Non-Exempt

Position Summary

The Accounts Payable Specialist supports the financial operations of Veterans Village of San Diego (VVSD) by receiving,

reviewing, coding, recording, and coordinating payment of invoices, purchase orders, employee reimbursements, and related

obligations. The position maintains accurate and complete accounts payable records across VVSD programs and funding

sources, helps ensure expenditures are properly authorized and allowable under applicable grant requirements, and supports

timely financial reporting and audit readiness. The Specialist works closely with the Controller, Finance team, program

managers, and vendors while observing established approval procedures and internal controls.

Essential Duties and Responsibilities

Invoice Intake, Review, and Accounting

• Monitor incoming accounts payable email and physical mail; receive, organize, and track invoices, purchase orders, receipts, and reimbursement requests.
• Review invoices for accuracy, completeness, proper authorization, and required supporting documents; follow up with program staff and managers to obtain missing information or approvals.
• Verify vendor details, invoice dates, amounts, and appropriate general ledger, program, grant, and cost allocation codes before processing.
• Assess expense coding against VVSD procurement and cost policies and applicable grant restrictions; identify questionable, unsupported, or potentially unallowable costs and elevate them for review.
• Enter and post approved invoices accurately and in the appropriate accounting period, maintaining safeguards against duplicate entries and payments.
• Prepare supporting journal entry documentation and submit entries or corrections to the Controller for required review and approval.

Payment Processing and Vendor Relations

• Prepare and process authorized weekly vendor payments by check, ACH, or purchasing card in accordance with VVSD policies and approval requirements.
• Maintain accurate vendor master records, payment histories, check registers, voided-check registers, and related supporting documentation.
• Respond promptly and professionally to vendor, employee, contractor, and program inquiries; research invoice and payment discrepancies and communicate status accurately.
• Track outstanding invoices and past-due vendor balances; elevate payment issues, missing approvals, and time-sensitive matters to the Controller.
• Document completed disbursements and update payment status in the accounting system and electronic files to prevent duplicate payments.

Reconciliations, Close, and Financial Support

• Reconcile purchasing card and credit card statements to receipts, approvals, and general ledger entries; research and resolve variances.
• Review accounts payable transactions, aging, open items, and coding for accuracy; prepare necessary corrections for approval.
• Maintain and update accounts payable expense allocations across programs and grants in coordination with Finance and program management.
• Assist with month-end and year-end closing activities, including invoice cutoffs, reconciliations, and documentation of outstanding liabilities.

Compliance, Records, and Audit Support

• Support annual vendor tax reporting, including gathering required vendor information and assisting with the preparation and processing of Forms 1099.
• Maintain orderly, secure, and retrievable electronic vendor files; scan, name, and file invoices, approvals, payment records, and supporting documentation using VVSD procedures.
• Apply VVSD Finance, Procurement, Cost Allocation, and records retention procedures to accounts payable activities.
• Provide accurate and timely documentation to support grant reimbursement, financial audits, and management review.
• Protect confidential financial and vendor information and follow internal controls, including separation of invoice processing and payment authorization responsibilities.
• Identify recurring processing issues and recommend practical improvements to invoice tracking, workflow efficiency, and recordkeeping.

Administrative and Operational Support

• Retrieve business mail from the Main Campus as assigned and route financial documents for prompt processing.
• Provide administrative support for approved equipment and supply purchases and help maintain an organized supply storeroom and monthly inventory records.
• Perform other related duties as assigned by the Controller consistent with the needs of the Finance department.

Minimum Qualifications

Education and Experience

• High school diploma or equivalent required; college-level accounting coursework or equivalent relevant work experience required.
• 3 or more years of experience performing accounts payable or related accounting duties; nonprofit or grant-funded accounting experience preferred.

Technical Knowledge and Skills

• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook; familiarity with MIP Cloud and other accounting software preferred.
• Working knowledge of invoice processing, general ledger coding, reconciliations, and financial recordkeeping.
• Ability to use a ten-key calculator accurately and efficiently.

Professional Competencies

• Strong attention to detail, accuracy, organization, and ability to manage competing deadlines.
• Professional, respectful communication and effective collaboration with staff, management, vendors, and external partners.
• Ability to work independently with appropriate oversight, exercise good judgment, resolve routine discrepancies, and elevate issues promptly.
• Commitment to confidentiality, ethical conduct, accountability, and VVSD's mission of serving veterans.

Other Requirements

• Reliable transportation for assigned work responsibilities; if operating a vehicle on VVSD business, a valid driver's license and proof of required automobile insurance.
• Ability to meet applicable bondability requirements for the position.

Physical and Work Environment Requirements

This position typically requires prolonged periods of computer use; operation of a keyboard and standard office equipment;

reading and reviewing financial documents; verbal and written communication; and occasional bending, reaching, or lifting of

light office materials. Work may occur in a busy office environment. VVSD will consider reasonable accommodations for

qualified individuals to perform the essential functions of the position