Accounts Payable Clerk

Description We are looking for an Accounts Payable Clerk to support day-to-day payables operations for a finance team in East Palo Alto, California. This role is responsible for handling invoices, coordinating payment activity, and helping maintain accurate financial records in a fast-paced environment. The ideal candidate brings strong attention to detail, sound judgment with expense documentation, and the ability to communicate effectively with both vendors and internal stakeholders.

Responsibilities:

• Review incoming supplier invoices, verify supporting records, and assign accurate general ledger coding before entry into the payment system.
• Compare purchase orders, invoices, and receiving documentation to confirm consistency and obtain proper approval prior to disbursement.
• Manage company card transactions by checking receipts, classifying expenses correctly, and following up on incomplete or missing backup.
• Coordinate scheduled payment cycles, including electronic payments, checks, and wire transfers, while ensuring transactions are processed on time.
• Address vendor questions, investigate billing issues, and resolve discrepancies with professionalism and urgency.
• Contribute to month-end activities by reviewing outstanding payables, assisting with accrual entries, and supporting account reconciliation efforts.
• Help prepare year-end tax reporting materials, including documentation needed for 1099 processing and filing.
• Maintain well-organized accounting records in both digital and physical formats to support audit readiness and internal controls.
• Monitor for duplicate charges, unapproved spending, or exceptions to policy and elevate concerns to the appropriate finance contacts.
• Provide additional reporting and operational support for special finance projects as business needs arise. Requirements
• At least 2 years of experience in accounts payable or a closely related accounting position.
• Practical experience with QuickBooks Online is required; familiarity with Ramp or another expense management platform is strongly preferred.
• Working knowledge of core accounting concepts such as debits and credits, expense classification, general ledger coding, and accruals.
• Ability to support invoice validation workflows that involve purchase orders and receiving documentation.
• Strong attention to detail and the organizational skills needed to manage a high volume of transactions accurately.
• Proficiency with Microsoft Excel or Google Sheets for tracking, analysis, and reconciliation tasks.
• Clear written and verbal communication skills with the ability to collaborate across internal teams and external vendors.
• An Associate's or Bachelor's degree in Accounting, Finance, or Business is preferred, though equivalent hands-on experience will also be considered.

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