Accounts Payable Specialist

Opening its doors over 40 years ago, FSSI is one of the largest woman-owned providers of document services in the western United States, specializing in highly-customizable print and mail, electronic delivery, marketing and compliance solutions. As a vibrant, growing organization, FSSI is looking to expand our team.

We are currently looking for an Accounts Payable (AP) Specialist to join our accounting team in Santa Ana, CA. This position is responsible for performing the company’s AP function and providing support to the accounting department. Support to the department involves assisting with accounts receivable, and closely working with the accounting team to ensure the efficient operation of the accounting department. Our ideal candidate is detail-oriented, organized, works well in a team setting and demonstrates effective communication skills.

Schedule: Mon-Fri, Full-time. This is an onsite position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receive and review invoices from vendors.

• Match invoices with purchase orders and verify receipt of goods and services.
• Enter invoices into the accounting system and ensure timely and accurate processing.
• Ensure accurate coding of expenses under purchase orders, and vendor bills.
• Verify accuracy, completeness, and approval for payment.
• Prepare and process timely payments via credit card, check, ACH or Wire.
• Schedule and track payment dates to ensure timely payments to vendors.
• Communicate with vendors regarding invoice discrepancies, issues, or payment inquiries.
• Maintain and organize accounts payable files, including invoices, payment records, and correspondence.
• Assist with recording and reconciling credit card transactions.
• Setup and maintain vendor accounts in the accounting system.
• Ensure compliance with company policies and procedures.

SECONDARY DUTIES

• Support the accounting team during month-end and year-end close processes.
• Provide support for external audits and reviews.
• Review ancillary reports and information for billing customers.
• Generate customer invoices by following the billing process.
• Provide administrative assistance to the accounting department as needed.
• Assist in correspondence, reports and other documents.
• Backup and support reception desk as needed.
• Assist with special projects and other accounting tasks as assigned.

Requirements

EDUCATION, EXPERIENCE & SKILLS

• High school diploma or equivalent.
• 2-3 years of related experience and training; or equivalent combination of education and experience. At least 1 year of Accounts Payable experience.
• Prior experience working with accounting software is required; NetSuite experience is plus.
• PC literacy, with a working knowledge of MS Word and Excel.
• Effective written and verbal communication skills.
• Aptitude for numbers and appreciation for accurate data entry.
• Demonstrates strong organizational skills and excels in prioritizing tasks to adhere to tight deadlines.
• Demonstrates analytical and problem-solving skills.
• Team player and collaborates with other departments in the organization.
• Able to work efficiently with minimal supervision.

PHYSICAL REQUIREMENTS

Regularly required to use hands and/or fingers to grasp, handle or feel; reach with hands and arms; and talk or hear. Frequently required to sit for long periods of time, and occasionally required to stand, walk, or climb; and stoop, kneel, or crouch. Occasionally lift and/or move up to 25 pounds. Specific vision skills required by this job include close vision, peripheral vision, depth perception, and focus adjustment.

Benefits

FSSI offers its employees competitive pay and benefits with opportunities for growth and advancement. Benefits include (subject to eligibility and plan terms):

• 401(k) & Roth
• Participation in Employee Stock Ownership Plan
• Medical, Dental, and Vision Insurance coverage
• Life insurance provided, and voluntary additional life insurance options
• Paid holidays
• Paid sick leave
• Vacation time
• Employee Assistance Program
• Additional perks and employee programs

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex or gender, national origin, disability, or status as a protected veteran.

Hiring Pay Range (hourly paid): $21.00 - $25.00 an hour

Schedule: Full-time, Onsite