AP Payment Specialist in Ontario, California at Gold Star Foods

GS Foods is a leading specialty food distributor serving primarily K-12 schools in addition to other specialized end markets.

POSITION OVERVIEW: Onsite Position (Ontario, California)

The AP Payments Specialist is responsible for executing the end-to-end payment process across both Product (PO-based) and Non-Product (non-PO) vendors, ensuring accurate, timely, and controlled disbursement of funds. This role partners with the AP Manager and EVP of Finance to support payment prioritization, liquidity management, and resolution of critical vendor issues across both workflows. The position maintains strong internal controls and audit readiness through accurate processing, reconciliation, tracking, and vendor communication.

PRINCIPLE RESPONSIBILITIES:

• Execute end-to-end payment processing for both Product (PO-based invoices) and Non-Product (utilities, rents, and operational expenses) vendors, including ACH and check disbursements.
• Pull and validate approved invoices from Microsoft NAV across both AP-PO and AP-CA workflows to build and maintain payment runs.
• Prioritize payment runs based on due dates, vendor criticality, credit holds, and operational impact.
• Coordinate payment run reviews with the AP Manager and EVP of Finance, incorporating feedback to align with cash flow and business priorities.
• Post all payments in Microsoft NAV and maintain accurate payment trackers and documentation to ensure audit readiness and full visibility.
• Manage critical, ad hoc, and off-cycle payments, including urgent Product vendor needs and Non-Product obligations such as utilities and rent.
• Support resolution of vendor credit holds and service-sensitive accounts (e.g., fuel, utilities) to prevent operational disruptions.
• Investigate and resolve vendor payment inquiries and escalations in coordination with Product and Non Product AP teams and cross-functional partners.
• Prepare and distribute vendor remittance advice following each payment run to ensure clear and timely communication.
• Perform duplicate payment checks and reconciliations across both Product and Non-Product vendor populations to prevent duplicate disbursements.
• Ensure compliance with internal controls, company policies, and financial procedures across both AP workflows.

REQUIRED SKILLS:

• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and document management skills.
• Demonstrates a high level of attention to detail and accuracy in all tasks and deliverables.
• Working knowledge of Microsoft Office (Excel, Outlook, Word).
• Basic understanding of Accounts Payable processes.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to collaborate with multiple levels and multiple departments
• within an organization.
• Professional discretion and confidentiality

EDUCATION /EXPERIENCE:

• 2+ years of Accounts Payable experience, preferably supporting both PO and non-PO environments.
• High School Diploma (Required).
• Strong understanding of ACH, check processing, and payment controls.
• High attention to detail with strong reconciliation and problem-solving skills.
• Ability to manage competing priorities across multiple AP workflows in a fast-paced environment.
• ERP experience (Microsoft NAV 2018 a plus).
• Excellent verbal and written communication skills

WORKING CONDITIONS AND PHYSICAL DEMANDS:

This is a professional office environment. Primary office environment is ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques are required. May include lifting up-to twenty-five (25) pounds on occasion.

BENEFITS/PERKS:

• Medical Insurance
• Flexible Spending Account (FSA)
• Dental Insurance
• Vision Insurance
• 401(k) Savings Plan
• Generous vacation & paid holidays
• Life Insurance
• Headquarters: Ontario, CA

EOE M/W/VET/Disabled

The above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements as the employee may be required to perform any other duties as assigned. In the event of an absence where the Buyer cannot perform these duties, the Manager will determine who shall perform these duties.

AFFIRMATIVE ACTION STATEMENT:

Applicants must be currently authorized to work in the United States. We are proud to be an Equal Opportunity and Affirmative Action employer, and consider qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.