Accounts Payable Specialist

About Our Company:

At Home and Health Care Management, we know that a well-organized office is the backbone of success. Located in Chico, CA, our team thrives on collaboration, diversity, and innovation. We are committed to creating an inclusive workplace where every voice matters, every effort is valued, and every team member has the tools to grow and succeed. We’d love to meet you if you’re ready to be the glue that holds a dynamic team together and lead with purpose.

Position Summary:

The Accounts Payable (AP) Specialist manages an organization's outgoing financial transactions. They are responsible for processing invoices, resolving discrepancies, executing payments (checks, ACH, wire transfers, credit cards), and maintaining accurate vendor records to ensure timely disbursements and positive supplier relationships. Enforces, controls and is held accountable, ensuring each step (from purchase to payment) is properly authorized and tracked.

Responsibilities:

Core Responsibilities: 

•    Invoice Processing: Review, code, and enter a high volume of invoices into accounting software. Perform three-way matching (verifying purchase orders, receiving reports, and invoices). 
•    Payment Execution: Prepare weekly payment batches, process ACH/wire transfers, and cut checks, credit card payments.
•    Vendor Management: Maintain accurate supplier records (including W-9s and tax documents, contracts for services), set up new vendors, and promptly resolve invoice discrepancies or payment inquiries. 
•    Reconciliation & Reporting: Reconcile vendor statements, process expense reports, and assist with month-end and year-end closing processes (e.g., 1099 reporting, or cost report preparation). 
•    Process Improvement: analyze spending patterns and make more informed cash flow decisions. Evaluate and possibly utilize AP automation tools (e.g., Concur or BILL) to streamline workflows and reduce manual data entry. 

• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates payment of vendors, which may include verification of federal ID numbers, review purchase orders, and resolve discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Records entry of, verifies documentation for, and distributes petty cash on a monthly basis for all agency offices.
• Knowledgeable and ability to communicate company policies and procedures to those assigned responsibility for incurring expenditures and inform management of any issues.
• Understanding of company processes, accounting system functionality, and apply business knowledge, and reasoning ability in resolution of accounting tasks and issues
• Ability to prioritize tasks, receive guidance and work independently, be action-oriented, understand key objectives, meet accounting timelines, and display ethics and values in all actions.
• Maintains work operations by following policies and procedures; reporting compliance or safety issues immediately to the supervisor or operations manager.
• Updates job knowledge by participating in educational opportunities and keeping up with federal and state payroll laws, Medi-Cal and Medicare regulation updates, and various contracts.
• Enters invoices and other contractual obligations into accounts payable system, and verifies approval from department managers, or matching up to purchase orders before payment.
• Receives invoices directly from vendors and forward those invoices to department managers for review and approval
• Reviews all payment requests for appropriate documentation and requisite approval authority.
• Prioritizes invoice payment processing in order to take advantage of cash discounts, to avoid interest and/or penalties, and to adhere to agreed-upon payment terms/plans.
• Interfaces with purchasing coordinator and clinical Managers at the different departments to ensure medical supplies purchase orders are placed at regular intervals using correct supplier pricing, if supplier is in place, so as to manage costs and corresponding vendor invoices are reasonable and properly approved.
• Reviews approved employee reimbursement requests and ensures all expenses are within company policy and processes for payment.
• Ensures signed copi