Accounts Payable Specialist

Perfect Timing Personnel Services • Novato, CA

20h • $75,000 - $80,000 • Hybrid

About The Position

DirectHire Accounts Payable Specialist (Hybrid – Marin County) Full-time | Non-Exempt | Hybrid (minimum 2 days onsite/week) | Marin County (North Bay) A mission-driven organization in Marin County is hiring an Accounts Payable Specialist to support a collaborative finance team. This role is ideal for a detail-oriented AP professional who enjoys building strong internal partnerships, improving processes, and owning end-to-end payables, expense, and related accounting tasks. What you’ll do You’ll support the finance function with a wide range of AP and accounting responsibilities, including: Run the accounts payable process: invoice coding, data entry, check voids, positive pay, check distribution for signature, mailing checks, ACH entry, and resolving invoice/payment discrepancies. Contract and policy compliance support: ensure new contracts follow internal policies by obtaining approvals and maintaining/updating contract records in the accounting system. Credit card program administration: issue/cancel cards, reconcile receipts, pay monthly billings, and work with the card provider to resolve disputes. Expense reporting administration: manage user accounts, train users, approve/pay expense reports, and import transaction activity into the accounting system. Vendor documentation and 1099s: maintain W-9s for all vendors and collect W-9s before paying new vendors; analyze year-end vendor activity and prepare/transmit 1099s. Fixed assets + journal entries: maintain the fixed asset register, prepare monthly reconciliations, and post journal entries (accruals, prepaid expenses, fixed asset entries, and other items as needed). Reconciliations and reporting: reconcile balance sheet accounts, review online banking activity daily (including ACH returns), and support budget-to-actual reconciliations for administrative expenses on a monthly/quarterly/annual basis. Department support: act as a primary point of contact for teams with questions about administrative expense transactions and help with operating expense budgeting.

Requirements

• Proven experience in accounts payable and general accounting support (invoice processing, reconciliations, vendor coordination).
• Strong attention to detail and ability to manage multiple priorities and deadlines.
• Comfort working cross-functionally and communicating clearly with internal teams and vendors.

Nice To Haves

• Experience with accounting systems, expense platforms, and online banking workflows (positive pay/ACH) is helpful.

Responsibilities

• Run the accounts payable process: invoice coding, data entry, check voids, positive pay, check distribution for signature, mailing checks, ACH entry, and resolving invoice/payment discrepancies.
• Contract and policy compliance support: ensure new contracts follow internal policies by obtaining approvals and maintaining/updating contract records in the accounting system.
• Credit card program administration: issue/cancel cards, reconcile receipts, pay monthly billings, and work with the card provider to resolve disputes.
• Expense reporting administration: manage user accounts, train users, approve/pay expense reports, and import transaction activity into the accounting system.
• Vendor documentation and 1099s: maintain W-9s for all vendors and collect W-9s before paying new vendors; analyze year-end vendor activity and prepare/transmit 1099s.
• Fixed assets + journal entries: maintain the fixed asset register, prepare monthly reconciliations, and post journal entries (accruals, prepaid expenses, fixed asset entries, and other items as needed).
• Reconciliations and reporting: reconcile balance sheet accounts, review online banking activity daily (including ACH returns), and support budget-to-actual reconciliations for administrative expenses on a monthly/quarterly/annual basis.
• Department support: act as a primary point of contact for teams with questions about administrative expense transactions and help with operating expense budgeting.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed