Payee Assistant in Escondido, California at Mountain Shadows Support Group

Position Summary

Under the supervision of the Business Office Manager, the Accounts Payable Coordinator is responsible for processing vendor invoices, employee reimbursements, and payments in a timely, accurate, and compliant manner. This role supports the integrity of the organization’s financial operations by maintaining accurate records, ensuring proper approvals, and assisting with audits and financial reporting.

Essential Functions

Accounts Payable Processing- Weekly

• Review, verify, and process vendor invoices for accuracy, completeness, and proper authorization.
• Process employee mileage reimbursements and prepare checks or payments as required.
• Collect, review, and verify receipts to ensure authenticity and appropriate approvals.
• Ensure all invoices have corresponding receipts and required documentation (if applicable).
• Code invoices to appropriate general ledger accounts and department.
• Enter invoices in the accounting system to ensure timely weekly payable report for the Executive Director and Controller for review and authorization of payment.
• Prepare, print, and distribute weekly vendor payments in accordance with established approval procedures.
• Create and submit a bank report with the check’s information (Positive Pay Report).
• Scan and file invoices in our filing system weekly.
• Maintain accurate vendor and reimbursement files, including contracts, invoices, and supporting documentation.
• Prepare monthly reports, spreadsheets, and reconciliations related to accounts payable activities.
• Maintain organized and accurate financial records in accordance with retention policies.

Compliance & Audit Support

• Ensure accounts payable activities comply with organizational policies and internal controls.
• Provide documentation and support for internal and external audits as requested.
• Maintain confidentiality of financial and employee information at all times.
• Perform other general office duties, tasks, and administrative support as needed.

Knowledge, Skills, and Abilities

• Strong verbal and written communication skills.
• Excellent attention to detail and accuracy.
• Ability to maintain accurate financial records and prepare reports.
• Ability to prioritize tasks and manage multiple deadlines with frequent interruptions.
• Ability to learn and apply accounting systems, policies, and procedures.
• Proficiency in Microsoft Word and Excel; experience with accounting software preferred.
• Strong organizational and time-management skills.

Education and Experience

• High school diploma or equivalent (GED) required.
• Minimum of two (2) years of experience performing accounts payable functions.
• Minimum of one (1) year of practical experience using computer systems and office software.
• Experience in a nonprofit or healthcare setting preferred but not required.

Equal Opportunity Employer

Mountain Shadows Community Homes is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, sexual orientation, or gender identity/expression), age, marital status, status as a protected veteran, status as a qualified individual with disability or any other protected class.