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Accounts Payable Clerk & Office Coordinator D4 Fiduciary, Business Advisory Services and Family Office Services, Inc. Napa, CA Job Details Full-time $23 - $27 an hour 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Employee assistance program Vision insurance Employee discount Opportunities for advancement Life insurance Retirement plan Paid sick time Qualifications Microsoft Word Confidential information handling Microsoft Outlook Computer literacy Confidential Clearance Scanning High school diploma or GED Attention to detail Data entry Full Job Description Accounts Payable Clerk / Office Coordinator D4 Fiduciary, Business Advisory Services and Family Office Services, Inc.

Location:

Napa, California Position:

Full-Time |

In-Person Schedule:

Monday-Friday Compensation:

$23.00-$27.00 per hour, depending on qualifications and experience Position Overview D4 Fiduciary is seeking a highly organized, detail-oriented, and dependable Accounts Payable Clerk / Office Coordinator to join our Napa office. This position supports both our fiduciary accounting functions and the day-to-day operations of our professional office. The role includes high-volume accounts payable processing, vendor management, invoice investigation, electronic and manual payment processing, filing and document management, mail processing, and general office management responsibilities. Our firm administers trusts, estates, powers of attorney, and other fiduciary matters. Team members regularly work with confidential financial information and client assets. Accuracy, professionalism, discretion, documentation, and adherence to established procedures are therefore essential. This is a fast-paced, high-volume environment . The successful candidate must be able to manage multiple responsibilities and deadlines while maintaining accuracy and professionalism. Training will be provided on the job. We are looking for a quick learner who can absorb new information, learn multiple systems and procedures, take effective notes, and become increasingly independent as training progresses. Accounts Payable Responsibilities Receive, review, organize, and process a high volume of invoices for multiple clients, trusts, estates, properties, entities, and company accounts. Enter invoices and payment information accurately into accounts payable and financial software. Process both electronic and manual accounts payable , including preparation of checks and supporting payment documentation. Verify invoices for vendor, client/entity, amount, account allocation, supporting documentation, and required approval. Identify duplicate invoices, unusual charges, missing information, or discrepancies before payment. Research historical payments, invoices, statements, and account records when questions or discrepancies arise. Reconcile vendor statements against internal records. Maintain complete supporting documentation and an appropriate audit trail for payments. Follow established internal controls, approval procedures, and payment authorization requirements. Escalate questionable, unusual, incomplete, or potentially fraudulent payment requests to the appropriate supervisor. Assist with recurring payment schedules and ensure invoices are processed within established deadlines. Vendor Management & Invoice Investigation This position involves substantially more than data entry. The Accounts Payable Clerk is expected to research, investigate, communicate, and assist in resolving payment issues.

Responsibilities include:

Communicating professionally with vendors regarding invoices and payments. Investigating unpaid or past-due invoices. Determining whether invoices have previously been paid. Identifying duplicate or inconsistent charges. Researching differences between vendor statements and internal accounting records. Requesting missing invoices, statements, receipts, or supporting documentation. Assisting with new vendor setup and verification of vendor information. Determining which client, trust, estate, property, or entity is responsible for an expense. Investigating changes in recurring vendor charges. Documenting communications with vendors and the resolution of discrepancies. Escalating unresolved or questionable matters to management. Software & Systems The successful candidate must be comfortable learning and working in multiple software systems.

Our systems may include:

Bill.com or similar accounts payable platforms QuickBooks Online Clio or similar client/matter management software Microsoft Outlook Microsoft Excel Microsoft Word ShareFile or similar document-management systems Online banking systems Vendor portals and online payment platforms Training will be provided on the job. However, the successful candidate must demonstrate strong computer skills and the ability to learn new software, procedures, and workflows quickly. The position requires an individual who can retain training, take effective notes, follow written procedures, ask appropriate questions, and apply prior instruction when similar situations arise. Filing & Document Management Maintain organized electronic and physical accounts payable files. Scan, label, upload, and properly file invoices, statements, receipts, and supporting documentation. Follow established file-naming and document-retention procedures. Maintain vendor files and payment records. Ensure financial documentation can be readily located for accounting, tax, audit, fiduciary, or management review. Research and retrieve historical records when requested. Maintain orderly and confidential client and company records. Mail & Office Management Responsibilities Receive, sort, date-stamp, scan, and distribute incoming mail. Identify invoices, checks, tax notices, legal correspondence, bank statements, and other time-sensitive documents and route them promptly. Assist with outgoing mail, certified mail, overnight deliveries, and document tracking. Maintain office supplies and coordinate routine office needs. Assist with office vendors and service providers. Maintain an organized and professional office environment. Assist with general administrative duties as needed. Support the fiduciary, accounting, and administrative teams with day-to-day office operations.

Education & Experience Required:

Bachelor's degree from an accredited college or university OR equivalent relevant professional experience. Strong computer proficiency and ability to learn new software quickly. Strong numerical, organizational, and analytical skills. Excellent attention to detail. Professional written and verbal communication skills. Ability to maintain confidentiality and exercise appropriate discretion. Demonstrated ability to manage multiple priorities and deadlines.

Preferred:

Previous accounts payable, bookkeeping, accounting, banking, financial services, or professional office experience. Experience with Bill.com and/or QuickBooks Online. Experience processing invoices or preparing checks. Experience reconciling vendor statements or researching payment discrepancies. Experience in an accounting, legal, financial services, property management, family office, or fiduciary environment. Professional & Work Environment Expectations This position is best suited for someone who performs well in a high-volume, fast-paced professional environment .

The successful candidate must:

Be able to manage multiple assignments, clients, vendors, and deadlines simultaneously. Maintain accuracy even when the volume of work is high. Prioritize work appropriately and communicate when competing deadlines arise. Maintain a professional demeanor at all times when interacting with clients, beneficiaries, vendors, advisors, coworkers, and other professionals. Remain composed and professional when handling difficult conversations, payment disputes, or time-sensitive matters. Accept direction and constructive feedback professionally. Learn new procedures and systems quickly. Take ownership of assigned responsibilities and follow matters through to completion. Ask questions when something is unclear rather than making assumptions. Demonstrate good judgment regarding confidential and financial information. Ability to problem solve with ease Follow established internal controls and procedures consistently. Work effectively both independently and as part of a team. What Success Looks Like A successful Accounts Payable Clerk / Office Coordinator at D4 Fiduciary is someone who: Is dependable and consistently follows through. Takes pride in producing accurate work. Double-checks work before submitting it. Does not assume an invoice is correct simply because it was received. Investigates discrepancies and asks appropriate questions. Learns from training and applies that training to future assignments. Keeps organized and complete records. Understands the importance of documentation and internal controls. Recognizes that handling another person's money requires exceptional care. Can move efficiently between accounting responsibilities and general office duties. Maintains professionalism regardless of workload or circumstances. About D4 Fiduciary D4 Fiduciary, Business Advisory Services and Family Office Services, Inc. is a professional fiduciary firm serving individuals, families, trusts, estates, and related entities. Our work requires a high degree of professionalism, confidentiality, accuracy, accountability, and sound judgment. Our team works with financial information and client assets where proper documentation, internal controls, and adherence to established procedures are critical. This position offers an opportunity to develop practical experience in accounts payable, fiduciary accounting, financial operations, vendor management, and professional office administration while working as part of a growing professional fiduciary practice.

Job Type:

Full-Time Pay:

$23.00-$27.00 per hour

Schedule:

Monday-Friday Work Location:

In person - Napa, California D4 Fiduciary, Business Advisory Services and Family Office Services, Inc. is an equal opportunity employer.

Pay:

$23.00 - $27.00 per hour Expected hours: No less than 40.0 per week

Benefits:

401(k) Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Health savings account Life insurance Opportunities for advancement Paid sick time Paid time off Retirement plan Vision insurance Application Question(s): Can you pass a credit check and background check?

Education:

High school or equivalent (Preferred)

Experience:

accounts payable or bookkeeping: 2 years (Required)

Language:

Other Langauges (Preferred)

Location:

Napa, CA 94559 (Preferred) Security clearance: Confidential (Required) Ability to

Commute:

Napa, CA 94559 (Required)

Work Location:

In person