Accounts Payable Specialist Barefoot Dreams - 3.5 Agoura Hills, CA Job Details Full-time $80,000 - $90,000 a year 7 hours ago Benefits Paid holidays Health insurance Dental insurance 401(k) Flexible spending account Paid time off Uniform allowance Vision insurance 401(k) matching Employee discount Life insurance Paid sick time Qualifications Vendor relationship building Accounting systems Customer service Attention to detail Business Administration Productivity software Business Associate's degree Full Job Description Accounts Payable Specialist Position Summary Barefoot Dreams is seeking a detail-oriented, organized, and experienced Accounts Payable Specialist to join our Finance team. This position is responsible for the accurate and timely processing of vendor invoices, maintenance of vendor records, preparation of payments, resolution of invoice discrepancies, and reconciliation of accounts payable activity. The Accounts Payable Specialist will work closely with Purchasing, Receiving, Operations, and other departments to ensure invoices are properly supported, approved, coded, and recorded in accordance with company policies and established accounting procedures. The ideal candidate has strong organizational and analytical skills, a high level of accuracy, and the ability to manage multiple priorities in a fast-paced environment. Experience within the apparel, retail, wholesale, manufacturing, or consumer goods industries is preferred, particularly involving product development, production, inventory, freight, and other supply-chain related expenses. Essential Duties & Responsibilities Accounts Payable Processing Process a high volume of vendor invoices accurately and timely. Review invoices for appropriate approvals, supporting documentation, mathematical accuracy, payment terms, and proper accounting treatment. Perform three-way matching of purchase orders, receiving records, and vendor invoices, as applicable. Identify and investigate unmatched invoices, quantity or pricing discrepancies, duplicate invoices, missing receiving records, and other exceptions. Coordinate with Purchasing, Receiving, Operations, and department managers to resolve invoice discrepancies and outstanding issues. Enter and post invoices into the accounting system with accurate general ledger, department, legal entity, project, and other applicable coding. Ensure transactions are recorded in the appropriate accounting period and in accordance with established month-end cutoff procedures. Review duplicate invoice warnings and investigate potential duplicate invoices or payments. Maintain appropriate supporting documentation and audit trails for invoices, credit memos, voids, corrections, and payment adjustments. Maintain organized electronic accounts payable records in accordance with company record-retention policies. Monitor invoices placed on hold and follow up with appropriate departments to ensure timely resolution. Vendor Management Maintain accurate vendor master records, including vendor names, addresses, payment terms, tax information, remittance information, and banking details. Obtain and maintain appropriate vendor documentation, including W-9 forms and other required supporting information. Perform or coordinate independent verification of new vendor banking information and changes to existing banking instructions in accordance with company fraud-prevention procedures. Identify duplicate, inactive, incomplete, or potentially inaccurate vendor records and coordinate appropriate corrections. Maintain positive relationships with vendors and respond professionally and timely to inquiries regarding invoices, credits, payment status, and account balances. Reconcile vendor statements and investigate differences between vendor records and the company's accounts payable records. Follow up on missing invoices, outstanding credits, short payments, overpayments, and other vendor account discrepancies. Monitor and resolve unapplied credits, debit balances, vendor returns, and outstanding credit memos. Coordinate with internal departments to obtain invoice approvals and supporting documentation. Purchase Order and Product-Related Expenses Process and reconcile invoices related to apparel and home goods production, including fabric, trims, finished goods, packaging, product development, samples, freight, duties, warehousing, and other product or supply-chain related expenses. Verify product-related invoices against purchase orders, receiving records, contracts, rate agreements, or other supporting documentation. Research pricing, quantity, freight, and other invoice variances and coordinate resolution with Purchasing, Operations, and other appropriate departments. Assist in identifying goods received but not yet invoiced and other outstanding purchasing or receiving items requiring follow-up. Payment Processing Prepare weekly payment proposals and payment batches, including ACH, wire transfers, and checks, for management review and approval. Review payment schedules to ensure approved invoices are paid according to established payment terms while considering cash requirements and vendor relationships. Ensure invoices selected for payment have appropriate documentation and authorization in accordance with the company's approval matrix. Maintain appropriate segregation of duties by ensuring payments are released only by authorized personnel in accordance with established banking controls. Reconcile payment batches to supporting invoices and maintain complete payment documentation. Monitor available vendor credits, contractual discounts, and early-payment discount opportunities prior to payment. Assist Finance management with short-term accounts payable cash requirements and payment planning. Research and resolve returned payments, stale-dated checks, rejected ACH transactions, and other payment-related exceptions. Support documentation and approval requirements for emergency, manual, or off-cycle payments. Month-End Close & Reconciliations Assist with month-end accounts payable closing procedures and ensure transactions are recorded within the appropriate accounting period. Reconcile the accounts payable subledger and AP aging to the general ledger control account on a monthly basis. Investigate and resolve AP-to-GL reconciliation differences in a timely manner. Review accounts payable aging reports for past-due balances, unusual items, debit balances, aged credits, invoices on hold, and other exceptions. Review unmatched receiving and goods-received-not-invoiced activity and assist with the identification and preparation of appropriate month-end accruals. Assist with identifying uninvoiced expenses and other liabilities requiring month-end accrual. Reconcile vendor statements and investigate outstanding balances or discrepancies. Prepare accounts payable schedules and supporting documentation for month-end and year-end financial reporting. Maintain accurate records and supporting documentation for internal and external audits. Assist with year-end vendor reporting, including preparation of Forms 1099 and maintenance of supporting W-9 documentation. Assist with other accounting, reconciliation, and Finance department responsibilities as assigned. Internal Controls & Compliance Follow established accounts payable policies, approval limits, and segregation-of-duties requirements. Ensure invoices are not processed for payment without appropriate supporting documentation and authorization. Follow company procedures for vendor setup and changes to vendor banking or payment information. Escalate unusual transactions, suspected duplicate payments, unauthorized purchases, potentially fraudulent requests, or other control concerns to Finance management. Maintain complete and accurate documentation to support the company's financial reporting and audit requirements. Support improvements to accounts payable procedures, internal controls, workflows, and system processes. Qualifications Associate's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant work experience will be considered. Minimum of 4 years of accounts payable or related accounting experience. Demonstrated experience processing a high volume of vendor invoices. Experience working in a purchase-order-driven environment and performing three-way matching strongly preferred. Experience with vendor reconciliations, payment processing, AP aging, and AP-to-GL reconciliations. Experience with accounting software and ERP systems. Experience within apparel, retail, wholesale, manufacturing, consumer products, or another inventory-based environment preferred. Understanding of basic accounting principles, general ledger coding, accrual accounting, and month-end cutoff. Strong attention to detail and commitment to accuracy. Strong analytical, reconciliation, and problem-solving skills. Ability to research discrepancies and follow issues through resolution. Ability to prioritize multiple responsibilities and consistently meet deadlines. Strong written and verbal communication skills. Ability to work independently while collaborating effectively with Purchasing, Receiving, Operations, Finance, and other departments. Intermediate proficiency in Microsoft Excel, including pivot tables, lookups, sorting, filtering, and reconciliation of large data sets. Proficiency with Microsoft Office applications. Preferred Characteristics Highly organized with strong follow-through and attention to detail. Comfortable working in a fast-paced and evolving environment. Takes ownership of outstanding issues and follows them through resolution. Demonstrates sound judgment when handling confidential vendor and banking information. Process-oriented and able to identify opportunities to improve efficiency and internal controls. Strong customer-service mindset when working with both vendors and internal departments. Benefits Competitive salary. Comprehensive health, dental, and vision insurance. 401(k) retirement plan with company 4% matching. Paid time off, including holidays. Employee discounts on company products. Employee uniform allowance

Pay:

$80,000.00 - $90,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Flexible spending account Health insurance Life insurance Paid sick time Paid time off Vision insurance

Work Location:

In person