The AP/AR Specialist’s main responsibilities are to process, verify and maintain records pertaining to the payment of invoices and real estate mortgages.  As required, the Accounts Payable Specialist will assist with Data Entry, Accounts Receivable and Office Support duties. Requires specialized clerical accounting principles, practices, procedures, and methods related to accounts payable, preferably in a Property Management environment.

This position is full-time, 37.50 hours per week and reports to the Corporate Office located in Irvine, CA. 

ESSENTIAL JOB FUNCTIONS

Accounts Payable -CSA Program:

1. Ensure that the invoices received from the properties and other departments are coded and highlighted correctly and have been approved by the appropriate employees.
2. Advise Property Supervisors of invoices that are coded incorrectly and of any discrepancies.
3. Sort invoices when received by mail and distribute to appropriate Property Supervisor.
4. Enter accounts payable data in the computer in an efficient and accurate manner by 12:00 pm on Wednesday of each week.
5. Set-up new vendors and ensure that taxpayer identification numbers are on file.
6. Generate an Invoice Data Entry Register report and audit it for its correctness.
7. Generate an Account Balance Report in order to disclose the funds available in each company and generate a Cash Requirement Report which will show the funds needed to pay the invoices entered.
8. Determine along with the Operations Manager which invoices will need to be deselected, if any.
9. Print A/P checks and check copies on or before 10:00 am each Thursday of the week.
10. Log the checks in the Check Register and log book.Sort and distribute checks and check copies to appropriate Accounting Clerk on or before 12:00 pm on Thursday.
11. Assist in “matching” invoices to checks, placing check copies on invoice and mailing checks if correct.  If invoice information does not match check, then return to appropriate accounting clerk.
12. Scan check copies and invoices and save on server.

Accounts Payable – Appfolio/RealPage:

1. Ensure that the invoices received from other departments are coded and highlighted correctly and have been approved by the appropriate employees.
2. Sort invoices when received by mail and distribute to appropriate Property Supervisor.
3. Enter accounts payable data in an efficient and accurate manner as soon as possible, or within 48 hours.
4. Set-up new vendors and ensure that taxpayer identification numbers are on file.
5. The system will advise if there are enough funds available in each company to pay the invoices; if not, advise the Supervisor.
6. Print A/P checks on or before 10:00 am each Wednesday of the week.
7. Match invoices to checks, ensuring that the correct amount is being paid to the correct vendor for the appropriate invoice.  If invoice information does not match check, then advise the property.

Other Duties:

1. When necessary, support other areas of operations, i.e., Data Entry, Accounts Receivable, and Office Support.
2. As required, may perform additional responsibilities.

SPECIFICATIONS

1. Requires specialized clerical accounting principles, practices, procedures, and methods related to accounts payable, preferably in a Property Management environment.
2. Educational background should include a high school diploma or equivalent.  College course work in Accounting is helpful.
3. Knowledge of RealPage or Appfolio is helpful.
4. Must have basic understanding of accounting terminology and procedures.
5. Ability to understand and carry out both oral and written instructions in an independent manner is required.
6. Must perform basic mathematical calculations with speed and accuracy.
7. Must accurately compile, post, verify, and maintain computerized and/or manual records and files.
8. The ability to organize and prioritize work to meet established deadlines is required.
9. Must have the ability to see to perform data entry and mathematical calculations; read reports and forms.
10. Must possess the ability to hear in order to answer the phone and communicate with the caller.
11. The ability to read to review reports and requests for information is required.
12. Good written communication skills are required to respond to inquiries for information and to communicate with employees.
13. Good verbal communication skills are required to communicate with employees, supervisor, vendors, and other agencies effectively.
14. The ability to push, pull, bend and reach on a daily basis are required.
15. Must have the strength to lift and carry materials weighing up to ten pounds.
16. Must be able to operate a computer, printer, calculator, copy machine, scanner, fax machine, and telephone.
17. Must be able to work in an environment that is fast paced with variable pressure.
18. Must have the ability to communicate in English clearly in order to be understood by staff members or former residents, vendors and other agencies.
19. The mental ability to perform basic math calculations to process reports that are required.
20. Must possess reliable transportation, a valid driver's license, and state-required automobile insurance coverage.