Accounts Payable Specialist

$41,273 - $58,654/Yr

Unclassified - Irvine, CA

Full-time - Entry Level

Irvine, CA

About the position

Western Growers is a multi-faceted service organization and trade association founded in 1926 that operates a number of companies offering a wide array of products and services to our member companies and other customers. The Accounts Payable Specialist plays a crucial role in this organization, reporting directly to the Supervisor of Accounts Payable. This position is responsible for processing Accounts Payable documents for six primary companies, utilizing multiple bank accounts, and performing various Accounts Payable related functions as directed. The role requires a keen attention to detail and the ability to manage multiple tasks in a fast-paced environment, ensuring that all financial transactions are processed accurately and efficiently. The Accounts Payable Specialist will capture invoices and other payable documents into the electronic Accounts Payable system (DocLink) by timely scanning, indexing, routing for approval, and archiving. This includes entering and auditing general ledger coding in a timely manner, ensuring appropriate approval of payable documents such as invoices, check requests, and expense reports. The specialist will also audit employee corporate credit card spending and expense reporting details for compliance with the WGFC Travel and Expense Reporting Policy and other relevant policies and procedures. Additionally, the role involves mailing outgoing vendor payments with appropriate supporting documentation and maintaining a W-9 master file for vendor payments. In this position, the Accounts Payable Specialist will respond to inquiries from internal customers and external vendors regarding account coding, payment status, and related customer service issues. The specialist is expected to utilize all capabilities to enhance the competitiveness and profitability of our members, demonstrating a strong work ethic and a friendly, service-oriented attitude. This role is essential in ensuring that the financial operations of the organization run smoothly and effectively, contributing to the overall success of Western Growers and its member companies.

Responsibilities

• Capture invoices and other payable documents into the electronic Accounts Payable system (DocLink) by timely scanning, indexing, routing for approval and archiving.
• Enter and/or audit general ledger coding in a timely manner and ensure appropriate approval of payable documents (i.e., invoices, check requests and expense reports).
• Audit employee corporate credit card spend and expense reporting detail for compliance with the WGFC Travel and Expense Reporting Policy and other relevant policies and procedures.
• Mail outgoing vendor payments with appropriate supporting documentation.
• Obtain W-9 forms for vendor payments and maintain W-9 master file.
• Assist with annual 1099 and 1096 recipient and IRS processes for all WG entities.
• Respond in either written or verbal format to inquiries from internal customers and external vendors regarding account coding, payment status, and related customer service issues.
• Utilize all capabilities to enhance the competitiveness and profitability of our members.

Requirements

• Minimum high school diploma; Associate's Degree preferred.
• 1-2 years of accounts payable or related professional experience.
• Basic to intermediate understanding of A/P related concepts and terminology of accountancy including familiarity with general ledger coding and accounting business terms.
• Knowledgeable and proficient in computerized accounting systems e.g., MAS 500 (highly preferred).
• Proficient end-user computer skills with Microsoft Office applications.
• Critical attention to detail and accuracy with good organizational skills to handle multiple tasks in a fast-paced environment.
• Good math skills and an exceptional ability to operate a 10-key machine by touch.
• Strong work ethic and written and verbal communication skills with a friendly, service-oriented attitude.

Benefits

• Profit sharing