ACCOUNTS PAYABLE SPECIALIST

ABOUT US:

Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We celebrated our 100-year legacy in 2024. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program. Scripps Research encompasses two elite and highly innovative institutes, the Calibr-Skaggs Institute for Innovative Medicines and Scripps Research Translational Institute, which merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

 

POSITION TITLE:    Accounts Payable Specialist

POSITION SUMMARY:

The Accounts Payable (AP) Specialist will manage complex supplier accounts, research, and correct difficult invoice discrepancies. Responsible for the invoice payment process in support of day-to-day Purchase Orders and supplier invoices for payment, including but not limited to: processing check requests, providing documentation and running reports, reviewing invoices for proper approvals, verifying prices and quantity, auditing support documentation, reconciling supplier statements, and responding to departmental and supplier inquires. Additionally, will be required to analyze complex information and numbers to find disparities and identify potential cost-saving areas, while working closely with the Finance office and other Scripps Research and Calibr departments.

RESPONSIBILITIES AND DUTIES:

• Reconcile invoices to purchase orders and verifies pricing and quantity billed.
• Review invoice for proper tax rates, accrue use tax, as necessary.
• Resolve price and quantity discrepancies with the labs and departments.
• Obtain approval for expenditures not previously documented from departments.
• Processes invoices and other requests for payment.
• Verify checks for accuracy (payee, address, amount, etc.).
• Investigate questionable invoices and purchase orders – takes appropriate steps to resolve.
• Investigate and resolve complex vendor and invoice issues.
• Reconcile monthly vendor statements.
• Understanding of 1099 reporting requirements.
• Maintain and audit current dollar balance on all existing purchase orders.
• Supply Supervisor with payment remittance change on existing vendors.
• Assist Procurement on problem purchase orders (i.e., new vendors without proper setup information).
• Interact with departments, labs, and vendors to resolve invoice issues as well as respond to inquiries.
• Responsible for managing, sorting, and allocation of physical or electronic AP related mail/emails.
• Fosters solid relationships with management and peers and liaises with outside consultants, TSRI personnel, and leadership.
• Answers and responds to phone calls, voicemail, messages, and email timely.
• Files documents as needed, completes, and maintains electronic records.
• Details of established essential functions for this position will be addressed/discussed during the interview process.    

 

REQUIREMENTS:

• High school diploma, (GED) required.
• Associate degree in relatable field or Accounting Certification preferred.
• 4+ years of accounts payable experience demonstrating advanced understanding of accounting practices.
• Exemplary data-entry and 10-key skills.
• Proficient and advanced skills with Microsoft Office software, Adobe Acrobat Pro, and virtual meeting platforms, such as Zoom. Willingness to learn and implement new technologies as needed.
• Advanced organizational skills with high attention to detail and excellent customer service.
• Must be self-directed with the ability to work independently and prioritize multiple tasks.
• Ability to consistently meet deadlines and work under pressure with shifting priorities.
• Excellent written and verbal communication skills.
• Must maintain confidentiality and use discretion when dealing with sensitive issues and information.
• Must be able to work in a team env