Job Summary:

The Accounts Payable Assistant supports the day-to-day financial operations by ensuring the accurate and timely processing of vendor invoices and payments. This role works closely with internal departments and external vendors to verify billing information, resolve discrepancies, and maintain organized financial records in compliance with county policies and procedures. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced environment, with a strong focus on accuracy and customer service. This is a great opportunity for someone looking to build or expand their experience in accounting and public sector finance, with hands-on training provided for internal systems and processes.

Key Responsibilities:

• Collect, review, and verify vendor invoices for accuracy, ensuring correct pricing, quantities, and proper documentation prior to processing.
• Match invoices to purchase orders, contracts, and supporting documentation to confirm validity and compliance with internal policies.
• Route invoices to appropriate department leaders and management for timely review and approval, following up as needed to prevent delays.
• Accurately enter approved invoices into the county’s financial/payment system, ensuring proper coding, documentation, and adherence to deadlines (training provided).
• Process vendor payments in accordance with established schedules, maintaining accuracy and confidentiality throughout the process.
• Maintain organized and up-to-date records of invoices, approvals, and payment documentation for audit and reporting purposes.
• Assist the Accounts Payable team with daily accounting functions, including data entry, reconciliation support, and general administrative tasks.
• Communicate professionally with vendors via phone and email to address payment inquiries, resolve discrepancies, and provide status updates.
• Investigate and resolve invoice or payment issues by coordinating with internal departments and external vendors.
• Support month-end closing activities by ensuring all invoices are processed and documented within required timelines.

Qualifications:

• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• High level of attention to detail and accuracy when handling financial data and documentation.
• Excellent verbal and written communication skills, with a customer-service-oriented approach when interacting with vendors and internal teams.
• Proficiency in Microsoft Excel, including basic formulas, data entry, and spreadsheet organization.
• Basic understanding of accounts payable processes, including invoice processing, matching, and payment cycles.
• Familiarity with accounting or ERP systems (e.g., QuickBooks or similar platforms) is a plus, but not required.
• Ability to learn new systems and processes quickly, with a proactive and adaptable mindset.
• Strong problem-solving skills with the ability to identify discrepancies and resolve issues efficiently.
• Team-oriented with a willingness to support broader accounting functions as needed.

^*We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).

^*As a job position within our Insurance division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing medical and confidential records, verifying financial information, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients