Accounts Payable Specialist- Non PO- Accounts Payable- Shift 1

NEW CARROT FARMS LLC•Bakersfield, CA

11d•$24 - $27

About The Position

The Accounts Payable Specialist – Non‑PO Focus is responsible for the accurate, timely, and compliant processing of non‑purchase order (Non‑PO) invoices, including proper general ledger coding, approval workflow management, and issue resolution in accordance with company policies and internal control requirements. This role also provides cross‑trained backup support for PO‑based invoice processing as needed to ensure continuity of AP operations. This position requires a strong understanding of company purchasing and authorization policies, and plays a key role in maintaining audit readiness and operational efficiency within the Accounts Payable function.

Requirements

Strong attention to detail and accuracy
Solid understanding of accounting principles related to AP
Ability to independently manage assigned workload and meet deadlines
Effective communication and follow‑up skills
Strong organizational and prioritization abilities
Sound judgment and high ethical standards
High school diploma or GED; or one to three years related experience and/or training; or equivalent combination of education and experience
3-5 years of experience in a full cycle Accounts Payable or a related financial role
Demonstrated knowledge of general ledger coding and approval workflows
Experience working in an ERP system (e.g., SAP, Oracle, NetSuite, Microsoft Dynamics)
Proficiency in Microsoft Excel and accounting systems
Strong planning and problem-solving skills
Candidates must have a verifiable history of safe vehicle operation and meet company standards for driving eligibility. This includes maintaining a clean driving record, which will be verified through a background check.

Nice To Haves

Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
Experience working cross-functionally with departments such as Procurement, Operations, Treasury, and Accounting.
Exposure to both PO‑based and Non‑PO AP processes
Experience in manufacturing, agriculture, or multi‑entity organizations
Familiarity with invoice imaging or AP automation tools (OCR/workflow systems)

Responsibilities

Independently process Non‑PO invoices from intake through system posting, ensuring: Accurate GL account and cost center coding Compliance with company expenses and authorization policies Required supporting documentation is obtained and retained
Review Non‑PO invoices for completeness, accuracy, and reasonableness prior to submission for approval
Route Non‑PO invoices through established approval workflows and actively follow up to ensure timely approvals
Identify and resolve coding errors, missing approvals, pricing discrepancies, or incomplete documentation
Escalate policy exceptions, unusual transactions, or approval issues to the AP Supervisor
Maintain a complete and organized audit trail for all Non‑PO invoices
Monitor personal invoice queues and aging to ensure service‑level expectations and payment terms are met
Performs other duties as assigned.
Process PO‑based invoices as needed, including: 2‑way and 3‑way matching of invoices, purchase orders, and receiving documentation Identification and resolution of price, quantity, or receipt discrepancies
Coordinate with Purchasing, Receiving, and Operations to resolve PO‑related issues
Support coverage during peak processing periods, staff absences, or month‑end close
Maintain working knowledge of PO matching tolerances and system controls
Serve as a primary point of contact for vendor inquiries related to Non‑PO invoices
Respond to vendor questions regarding invoice status and discrepancies in a professional and timely manner
Partner with internal departments to clarify invoice details, coding, and approval requirements
Communicate missing information or policy deviations to internal stakeholders
Educate employees on Non PO process requirements and AP policies as needed
Assist with vendor statement reconciliations and discrepancy resolution, as assigned
Adhere to all internal control requirements, including segregation of duties
Ensure compliance with company accounting policies, approval matrices, and document retention standards
Support internal and external audits by providing documentation and explanations related to invoice processing
Participate in recurring reviews of Non‑PO transactions to identify trends, errors, or opportunities for improvement
Support month end AP close activities by ensuring invoices are recorded in the correct period
Maintain strict confidentiality of financial and vendor information
Identify opportunities to improve Non‑PO workflow efficiency, approval turnaround time, and coding accuracy
Assist with AP automation initiatives, including invoice workflow tools and ERP enhancements
Provide feedback on recurring issues to support process or policy improvements
Support system testing and user acceptance activities related to AP processes