Job Banner 2021

Accounts Payable Specialist

Southwood Admin, 1030 Southwood Dr, San Luis Obispo, California, United States of America Req #1985
Tuesday, September 26, 2023
Position Summary:
Performs the overall processes necessary to timely and accurately pay and record transactions with Community Action Partnership vendors.  These processes include data entry of accounts payable vouchers, processing of check runs, and voucher postings. Reconciles various accounting reports, vendor statements, and account balances in accordance with established departmental policies and procedures. Provides administrative support to agency programs, creditors and other clientele.  Supports CAPSLO’s mission by ensuring checks, vouchers and reports are done in a timely and accurate manner to each program is able to function at its highest level to ensure families and individuals can get the support they each need from CAPSLO where appropriate.
 
Required Education and Experience:
  • Two to five years of experience in accounts payable or similar position.
  • Must have High School Diploma or G.E.D. 
Preferred Education and Experience:
  • AA/AS degree is preferred.
License & Certifications:
  • Must have dependable, insured transportation, a valid California Driver’s License (mileage to be reimbursed), and acceptable driving record.  A DMV printout and proof of insurance will be required.
Essential Functions:
  • Performs routine and repetitive data entry of accounts payable vouchers into accounting system in accordance with established policies and procedures. Data must be entered accurately and timely.
  • Processes employee travel requests, reconciliations and reimbursements, and resolves concerns while assuring mandatory reports are prepared and submitted within established timelines.
  • Processes and analyzes expenses as required on employee petty cash replenishment request.
  • Responds to requests for account inquiries and other information; resolves vendor/staff differences in a professional manner.
  • Analyzes specific payables and communicates concerns to appropriate staff.
  • Identifies errors and makes corrections in accordance with established policies and procedures.  Self-monitoring is expected to assure accuracy and validity of data.
  • Organizes and maintains all accounts payable registers/journals (i.e., voucher registers, check registers, cash requirements, aged trial balances).
  • Maintains agency lease files and abstracts.  Sets up and pays recurring monthly expenses.  Files sub-contractor agreements cross checks against proposed payments for compliance.   
  • Processes payments to vendors for goods and services in a timely and accurate manner.
  • Runs cash requirement reports to determine cash needs and unpaid vendors in accordance with AP schedule.
  • Completes check runs in a timely manner and mails payments with prior approval on schedule.
  • Reconciles vendor statements to assure accuracy of payments.
  • Posts accounts payable transactions to the General Ledger; balances and posts AP vouchers in accordance with established policies and procedures.
  • Reconciles monthly AP checks, including; outstanding checks, manual checks, and voided checks.  Verifies that all manual and void checks have been entered into the AP system.
Responsibilities and Duties: 
  • Maintains filing system in accordance with departmental procedures.
  • Assists during audit time periods with data collection, worksheet preparation and addresses audit concerns.
  • Works in conjunction with bank reconciliation staff to follow-up with vendors’ outstanding checks to ensure payments are cashed in accordance with established policies and procedures.
  • Runs various accounts payable and general ledger reports for management.
  • Compiles information used for purchase orders and for agency inventory.
  • Must be available during audit time periods.   
  • Must maintain a respectful and cooperative working relationship with CAPSLO creditors and staff. 
  • Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency. 
  • Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
  • Performs other duties as needed.
Knowledge, Skills and Abilities:
 
Knowledge:
  • Must have knowledge of fiscal accounting methods, practice, terminology, and office procedures. A demonstration of the candidate’s understanding of internal accounting and administrative controls will be necessary. 
  • Must have basic knowledge of computerized accounts payable system and the ability to input data quickly and accurately.  
  • Must know how to operate a variety of office machines, especially a computer, calculator, printer and copier.
Skills:
  • Must have strong math skills and the ability to carry out detailed mathematical calculations.
  • Must communicate effectively using both written and oral communication skills.
Abilities:
  • Must be able to work with supervision as well as independently. 
  • Must be able to understand and follow verbal and written directions.
  • Must be able to work on related fiscal projects that may require advance spreadsheet skills.
  • Must be available to attend trainings and maintain on-going education-related job responsibilities as requested by supervisor.
  • Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level. 
Supervisory Responsibility:
  • This position has no direct supervisory responsibilities.
Work Environment:
  • Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
Physical Demands:
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Physical:
  • Position requires intermittent sitting, standing, walking, twisting, and bending. 
  • Must be able to lift 30 pounds. 
  • Simple grasping and hand manipulation required, as well as reaching above and below shoulder level. 
Additional Eligibility Qualifications:
  • Must be at least 18 years of age by date of hire. 
  • Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
  • Based on program, a current TB skin test/Chest X-Ray may be required. 
  • Employment is contingent upon meeting all applicable job requirements and background requirements. A criminal history clearance is required prior to employment. 
  • Upon hire, agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Agency staff will check the website annually to ensure all program staff are cleared to work.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 
 
Reasonable Accommodations:
I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 
 
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.


IND1
Benefits & Perks: 
 
Stay Healthy!
  • Keep yourself healthy with our comprehensive Medical, Dental, Vision and Life Insurance plans (Did we mention we pay your monthly premium at 100% if you are full time, YES…100 %!)
  • Keep your family healthy with the same comprehensive Medical, Dental, Vision available for you to purchase!
  • Address everyday concerns with access to our Employee Assistance Program for you and your family.
  • Get involved with company-sponsored monthly wellness challenges!
Be Financially Fit!
  • Save for your future by enrolling into our retirement plan with generous company matches after 6 month.
  • Set aside pre-tax dollars to cover medical or child care expenses through our Flexible Spending Plans.
  • Utilize Discounts from our partners (reduced rates for pet insurance, cell phone services, car rentals and more).
Take time for you!
  • Relax, recharge, and reconnect with friends and family or plan your get away for a few days while using your vacation time awarded to you every pay period!
  • Relax when you are sick, rest assured you are covered by your awesome team and accrued paid sick time!
  • Enjoy the holidays! You get 13 of them…PAID!
Have fun at work!
  • Celebrate birthdays and anniversaries with your team!
  • Join one of our committees and meet employees across the agency.
  • Do not worry about coffee! We will provide it...along with a library of creamers!
  • Rock your CAPSLO provided hats, t-shirts, sweaters and more!
  • Be you!

Other details

  • Pay Type Hourly
  • Employment Indicator Regular Full Time
  • Min Hiring Rate $18.00
  • Max Hiring Rate $22.00
  • Required Education Equivalent Experience
Apply Now
Location on Google Maps
  • Southwood Admin, 1030 Southwood Dr, San Luis Obispo, California, United States of America