AP Specialist

Summary The role of the Accounts Payable Specialist is to ensure all bills are paid accurately and efficiently. The specialist provides administrative and clerical support by processing, verifying, and reconciling invoices, monitoring expenses, and maintaining records for tax and audit purposes.

Main Duties and Responsibilities

Reconcile Credit Card Statements

Perform Payable Check Run

Positive pay by checks and ACH – JP Morgan

Payable – 3 Way Match

Payable – 3 Way Match Indirect- Backup only

AR Backup – Invoicing and Cash Application

Check all vendor emails – Pull invoices from email, account statements, past dues

Code and Voucher Invoices – Code all invoices with accounting code and enter invoice information onto voucher

Process invoices in Adapta

Run AP Aging Report – Run report and evaluate accounts for check run

Disbursement of Checks – Sort and match up checks with their invoices for signature

Disbursement of Checks – After signature, disburse checks via mail or contact vendor for pick up

Scanning of Checks – Prep check package with invoice and backup, scan to N: drive

Reconcile OP Invoices – Check OP work order against invoice, check for discrepancies, email Purchasing or Vendor regarding price issues

Code and Voucher OP Invoices – Code all invoices with accounting code and enter invoice information onto voucher

Process OP Invoices – Enter invoice in Adapta and in Lamsco Manager (broken out per item) for estimating

Reconciliation of Inventory vs Invoices – Run inventory report and reconcile against trial balance and provice reports weekly to Kelly and monthly to Nilse

Reconcile Vendor Statements – Pull statements from vendor and run our vendor statement to compare and verify balance

Check Vendor past due emails – Look into vendor account as needed when they are looking for payment

Positive Pay – Comerica – Verify checks coming through bank against Adapta

Request Invoices – Email vendor and/or Purchasing for missing invoices

Request Work Orders – Email Quality and Purchasing for missing work orders or work orders missing information

Edit Vendor Profile – Update address information for vendors

Request W9's – Contact vendors for current W9 forms

Process Credit Memos – Code and process credit memo into Adapta

Process Expense Reports – Voucher and enter into Adapta

Process Incoming Customer Payments – Receive physical check from mail, send to drop box, notify Nilse & Kimberly by email of check details

Process CODs – Code and process spot invoices for CODs

Additional duties, as assigned

Requirements Any combination of education and experience providing the required skill and knowledge for successful job performance will be considered. Typical qualifications would.

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Posted Date:

30 Dec 2025

Location:

VALENCIA, CA / United States

Industry:

Government & Defence

Job Type:

Salary:

$20-$25

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