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Senior AP Specialist
| Estimated Pay | $20 per hour |
|---|---|
| Hours | Full-time, Part-time |
| Location | Aliso Viejo, California |
Compare Pay
Estimated Pay$15.97
$20.41
$31.19
About this job
The Senior AP Specialist is responsible for ensuring the accuracy of the accounts payable records, making sure invoices are paid timely, and records are maintained to proper approval, coding and authorization for payment. The Senior AP Specialist problem solves vendor invoices issues driving timely resolution. The Senior AP Specialist is a subject matter expert on the automated invoice processing software (DocLib).
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Process invoices in DocLib and/or QAD as needed to vouch for payment.
- Monitor the Accounts Payable inbox by moving invoices received into the supplier archive folders. Ensure suppliers are submitting invoices in PDF format. If received in other formats, convert to PDF and submit on supplier behalf.
- Oversight of the AP Inbox includes responding to supplier payment inquiries and payment inquiries from internal departments within in 24 business hours or less from receipt of inquiry. Raise awareness to supervisors or ask for assistance as needed.
- Record approved receipts on service invoices in QAD as needed (for those not automatically processed in DocLib).
- Obtain approval and appropriate account and project coding as required for non-PO invoices using DocLib or manually if needed for quick turn or errors from DocLib.
- Assess use tax and/or audit sales tax amounts assessed by vendors for accuracy.
- Participate (create payment selections, print checks, enter electronic payments, send remittances, etc.) as assigned in weekly cash disbursement process (checks, ACH, wire, online payments).
- Complete corrections (reversal of voucher and re-entry or journal entry to record sales tax) identified in review.
- Work with Purchasing and Receiving Departments and Suppliers to resolve invoicing and/or receiving discrepancies participating in weekly meetings and maintaining issues log to document responses, aging, etc.
- Support the month-end close of AP on the last business day of the month and first few days of the new month. Move invoices into Last Day of the Month folder, After Month End folder and provide invoice coding in each folder by end of next business day. For example, all invoices should be coded for "Last Day of the Month" folder by end of business day of the first day of the new month, etc.
- Research and resolve stale (>7 days old) receipts and returns in QAD (monitor unprocessed invoices and unmatched receiver report as assigned)
- Manage payments for all clinical studies by ensuring expense is recorded in the proper period and payments are accurate and appropriately approved.
- Contact suppliers to verify ACH or wire information, documenting name of person verified information with; if changes to ACH or wire information, use contact information (name, phone number) of known contact prior to change in instructions.
- Assist supervisor as needed.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of AP (suppliers, POs, invoices, 3-way match)
- Understanding of wire and ACH processing
- Understanding of sales tax and exemptions as it relates to inventory purchases and manufacturer's exemption
- Understanding of GL accounts, cost centers and coding
- Must have good phone skills and interact well with others
- Must present themselves as a professional always
EDUCATION, EXPERIENCE, and TRAINING:
- H.S. diploma or equivalent; minimum 3 years' experience in AP processing.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
- Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Must have good phone skills and interact well with others. Must have basic knowledge of current software packages.
- Support our company values (Customer Focused, Teamwork, Sense of Urgency, Respect).
- Training to be completed per the training plan for this position as maintained in the document control system
- The training requirements on TRN-10007 Insider Trading Policy, TRN-10008 Global Anti-Bribery and Anti-Corruption Policy and TRN-10009 Code of Business Conducts and Ethics must be diligently completed within 30 days from the hiring date and on an annual basis.
- Accounting/AP Software
- Microsoft Office (Word, Excel, Teams, Outlook, etc.)
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer 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 federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact .
Vaco also wants all applicants to know their rights that .
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco's HR Notice at Collection for California Applicants and Employees .
- Virginia residents may access our state specific policies .
- Residents of all other states may access our policies .
- Canadian residents may access our policies in English and in French .
- Residents of countries governed by GDPR may access our policies .
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco 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;
- other business and organizational needs.
With that said, as required by local law, Vaco 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.
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