Accountant, AP

SUMMARY: The Accountant, AP, is responsible for managing accounts payable operations under the supervision of the Sr. Accountant, AP Lead . This position ensures compliance with CalMHSA accounting practices while maintaining confidentiality, accuracy of vendor payments, and reliability of accounts payable data.

DUTIES AND RESPONSIBILITIES include but are not limited to:

• Process vendor invoices through approval workflows and ensure timely payment authorization.
• Enter and code vendor invoices accurately according to company chart of accounts and budget requirements.
• Post vendor payments accurately and timely to maintain current accounts payable records.
• Assist in reconciling accounts payable ledger accounts and resolve vendor payment discrepancies.
• Review and process expense reports, purchase orders, and payment requests following company policies.
• Maintain vendor master files including setup, updates, and maintenance of vendor information.
• Assist with 1099 reporting preparation and year-end vendor tax documentation.
• Coordinate with procurement and budget managers to ensure proper expense coding and budget compliance.
• Monitor payment terms and take advantage of early payment discounts when applicable.
• Respond to vendor inquiries regarding payment status and account balances professionally.
• Prepare routine accounts payable aging reports and payment schedules.
• Support monthly, quarterly, and annual closing processes for accounts payable functions.
• Support internal and external audits by preparing requested AP documentation and schedules.
• Comply with all financial policies, procedures, and regulatory requirements.
• Maintain positive vendor relationships through timely and professional communication.
• Assist with process improvements to enhance efficiency and internal controls within AP operations.
• Support other accounting functions as needed during peak periods.
• Perform other related duties as assigned.

BACKGROUND CHECK ELIGIBLE DUTIES
This position will have access to sensitive financial systems and confidential data, including accounting records, tax information, bank account details, employee payroll data, vendor information, and proprietary financial reports; ensure that access is used responsibly, maintaining the integrity and security of financial systems while preventing accidental or malicious misuse of funds, data breaches, or financial fraud.

QUALIFICATIONS –

EDUCATION and/or EXPERIENCE

Requires a BS/BA in finance/accounting or in a similar field and five (5) years of qualifying accounting operations experience or an acceptable equivalent combination of education and experience. CPA or CMA is a plus.

To perform this job successfully, an individual must be able to perform each essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Experience in accounting regulations and practices, including Generally Accepted Accounting Principles (GAAP) and general ledger functions, preferably in a non-profit / government entity.
• Uses skills as a seasoned, experienced professional with a full understanding of industry practices and company policies and procedures; resolves a wide range of issues in imaginative as well as practical ways.
• Detailed-oriented and organized.
• Confidentiality and integrity focused.

COMPUTER SKILLS – Hands-on experience with accounting and financial management software (e.g. SAP, QuickBooks, Xero, or Sage) is a must. Demonstrate the ability to use a computer and applicable computer software effectively. Must have advanced skills using Excel & Word, Adobe, PowerPoint, and Outlook.

LANGUAGE SKILLS - Demonstrate the ability to explain financial terms in simple language; demonstrate the ability to read, comprehend, and respond appropriately through written or verbal form; demonstrate tactfulness when communicating including internal communication with staff members of all levels; ability to communicate with a variety of audiences effectively.

MATHEMATICAL SKILLS – Demonstrate the ability to utilize theoretical mathematical concepts such as probability and statistical inference. Demonstrate the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING – Demonstrate the ability to effectively apply common sense and follow through to daily tasks; demonstrate the ability to work with little or no supervision; demonstrate excellent analytical skills; demonstrate the ability to efficiently conduct research and ask appropriate probing questions to complete necessary tasks.

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. While performing the duties of this job, the employee is frequently required to sit and stand; use phone and headset; use hands, arms, finders to type; answer phones; write; use calculator; demonstrate strength to lift and carry materials weighing up to 10 pounds; demonstrate clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and drive a motor vehicle on public roads and highways.

SENSORY DEMANDS - The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information which requires attention to detail and high levels of accuracy.

MENTAL DEMANDS - There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with a wide variety of people on various issues.

REGULAR WORK SCHEDULE – Varies depending on business needs; however, company normal business hours are 8:00am to 5:00pm, Monday – Friday

Salary Description

$75,000-$85,000