Sr. Accounts Payable Specialist

Company Confidential; Hayward (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Company Confidential in Hayward, CA seeks a Sr. Accounts Payable Specialist to manage vendor invoices, approvals, and payments while supporting month-end close. You will collaborate with Purchasing, AR, and internal teams to resolve discrepancies and maintain accurate AP records.

Ideal candidates have 2–4 years in AP, a Bachelor's degree in a related field, and strong Excel and accounting software skills. This on-site role emphasizes detail, process improvement, and timely reporting.

Qualifications

• Bachelor's degree in Accounting, Finance, Business, or related field preferred.
• 2–4 years of relevant accounting or accounts payable experience.
• Minimum of 24 months of experience performing responsibilities comparable to those outlined above.

Responsibilities

• Review, verify, and obtain appropriate approvals for vouchers and invoices prior to payment.
• Prepare invoice deduction notices and debit memos as required.
• Audit freight invoices against freight manifests and supporting documentation.
• Respond to vendor inquiries regarding invoices, payments, account balances, and related matters.
• Analyze vendor accounts and, when necessary, negotiate extended payment terms in coordination with management.
• Prepare accounts payable information and documentation for check processing.
• Generate accounts payable reports and maintain organized and accurate AP files and records.
• Prepare account analyses and supporting schedules as requested.
• Assist with month-end and monthly financial closing activities.
• Maintain and reconcile the petty cash fund and supporting receipts.
• Assist with accounts receivable activities and special accounting projects as needed.
• Work closely with Purchasing to investigate and resolve pricing and invoice discrepancies.
• Perform other accounting and administrative duties as assigned.

Skills

Attention to detail

Analytical skills

Communication skills

Document interpretation

Excel proficiency

Accounting mindset

Multitasking

Team collaboration

Education

Bachelor's degree in Accounting, Finance, Business, or related field

Tools

Microsoft Office

Vendor accounting software

Job description

The Sr. Accounts Payable Specialist is responsible for managing and maintaining accurate accounts payable records and ensuring the timely and accurate processing of vendor invoices and payments. This position works closely with vendors, Purchasing, Accounts Receivable, and other internal departments to resolve discrepancies, support financial reporting, and maintain efficient accounts payable processes.

Essential Duties and Responsibilities

• Review, verify, and obtain appropriate approvals for vouchers and invoices prior to payment.
• Prepare invoice deduction notices and debit memos as required.
• Audit freight invoices against freight manifests and supporting documentation.
• Respond to vendor inquiries regarding invoices, payments, account balances, and related matters.
• Analyze vendor accounts and, when necessary, negotiate extended payment terms in coordination with management.
• Prepare accounts payable information and documentation for check processing.
• Generate accounts payable reports and maintain organized and accurate AP files and records.
• Prepare account analyses and supporting schedules as requested.
• Assist with month-end and monthly financial closing activities.
• Maintain and reconcile the petty cash fund and supporting receipts.
• Assist with accounts receivable activities and special accounting projects as needed.
• Work closely with Purchasing to investigate and resolve pricing and invoice discrepancies.
• Perform other accounting and administrative duties as assigned.

Knowledge, Skills, and Abilities

• Strong attention to detail with the ability to understand the broader financial and operational impact of accounting activities.
• Ability to read and interpret documents, including policies, procedures, operating instructions, and manuals.
• Strong written and verbal communication skills.
• Ability to prepare routine reports, correspondence, and financial documentation.
• Strong mathematical and analytical skills, including the ability to calculate discounts, interest, percentages, proportions, and other financial figures.
• Ability to apply sound judgment and common sense when carrying out written, verbal, or diagrammed instructions.
• Ability to identify and resolve problems involving multiple variables within established procedures.
• Ability to communicate effectively and professionally with employees at all organizational levels.
• Proficiency with accounting systems, Microsoft Office, and other business software used to support accounts payable and accounting functions.

Minimum Qualifications

• Bachelor's degree in Accounting, Finance, Business, or a related field preferred.
• 2–4 years of relevant accounting or accounts payable experience.
• Minimum of 24 months of experience performing responsibilities comparable to those outlined above.
• Experience with invoice processing, vendor account reconciliation, payment processing, and month-end close activities preferred.

The work environment described below represents the conditions an employee may encounter while performing the essential functions of the position. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

• Primarily office-based, with extended periods of work at a computer and desk.
• Regular use of hands for keyboarding, handling documents, and operating office equipment.
• Regular communication with internal personnel and external vendors by telephone, email, and in person.
• Occasional walking, reaching, bending, and movement throughout the office.
• May occasionally lift or move lightweight items weighing up to 25 pounds.
• Work environment typically has low to moderate noise levels.