Staff Accountant (AP)

Description

RxSight® is an ophthalmic medical technology corporation headquartered in Aliso Viejo, California that has commercialized the world’s first and only adjustable intraocular lens (IOL) that is customized after cataract surgery. The company’s mission is to revolutionize the premium cataract surgery experience by allowing surgeons to partner with their patients to achieve optimized results for every unique eye.

OVERVIEW:

We are seeking a seasoned professional to join our team as an AP Staff Accountant. This role is pivotal in managing the full cycle of Accounts Payable in a fast-paced and automated environment. Our advanced system streamlines invoice processing directly into our ERP system, but manual expertise is required when exceptions arise. You will be responsible for ensuring accuracy and compliance in invoice processing, particularly when discrepancies require resolution.

The ideal candidate will have a robust background in handling both PO and non-PO invoices, three-way PO matching, troubleshooting, self-tax assessment, payment methods, and working with automated AP systems. This is a hands-on role that demands a detail-oriented individual with strong analytical skills to manage high-volume transactions efficiently. If you thrive in a technology-driven environment and are eager to contribute to continuous process improvement, this position offers the opportunity to be a key player in our Accounts Payable team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Reconciliation of AP/AP related GL accounts as assigned including uploading documentation to the reconciliation software (Blackline)
• Complete assigned monthly journal entries (such as reclass entries for miscoded expenses or expenses that should be recorded as prepaid; balance sheet reclasses for net debits in AP to AR for month-end)
• Process invoices in DocLib and/or QAD as needed to vouch for payment.
• Monitor the Accounts Payable inbox by moving invoices received into the supplier archive folders. Ensure suppliers submit invoices in PDF format. If received in other formats, convert to PDF and submit on supplier behalf.
• Oversight of the AP Inbox includes responding to supplier payment inquiries and payment inquiries from internal departments within 24 business hours or less from receipt of inquiry. Raise awareness to supervisors or ask for assistance as needed.
• Record approved receipts on service invoices in QAD as needed (for those not automatically processed in DocLib).
• Obtain approval and appropriate account and project coding as required for non-PO invoices using DocLib or manually if needed for quick turn or errors from DocLib.
• Assess use tax and/or audit sales tax amounts assessed by vendors for accuracy.
• Participate (create payment selections, print checks, enter electronic payments, send remittances, etc.) as assigned in weekly cash disbursement process (checks, ACH, wire, online payments)
• Complete corrections (reversal of voucher and re-entry or journal entry to record sales tax) identified in review.
• Work with Purchasing and Receiving Departments and Suppliers to resolve invoicing and/or receiving discrepancies participating in weekly meetings and maintaining issues log to document responses, aging, etc.
• Support the month-end close of AP on the last business day of the month and first few days of the new month. Move invoices into Last Day of the Month folder, after Month End folder and provide invoice coding in each folder by end of next business day. For example, all invoices should be coded for “Last Day of the Month” folder by end of business day of the first day of the new month, etc.
• Research and resolve stale (>7 days old) receipts and returns in QAD (monitor unprocessed invoices and unmatched receiver report as assigned)
• Record credit card transactions in QAD via journal entry or AP and reconcile the statement by defined deadlines (Day 2 of new month).   
• Manage payments for all clinical studies by ensuring expenses are recorded in the proper period and payments are accurate and appropriately approved.
• Contact suppliers to verify ACH or wire information, documenting name of person verified information with; if changes to ACH or wire information, use contact information (name, phone number) of known contact prior to change in instructions.
• Assist supervisor as needed.

Requirements

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• High proficiency with ERP systems and automated AP Softwares.
• QAD & DocLib experience preferred.
• Understanding of sales tax and exemptions as it relates to inventory purchases and manufacturer’s exemption.
• Understanding of GL accounts, cost centers and coding.
• Ability to handle a high vol