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Accounts Payable Specialist

Company: Community Action Partnership of San Luis Obispo Co
Location: San Luis Obispo
Posted on: May 18, 2023

Job Description:

Community Action Partnership of San Luis Obispo County,Inc.
Helping People. Changing Lives.

CAPSLO Mission, Vision and Core Values

CAPSLO has a vaccination policy for employees. If you are hired, we will require you to prove that you have received the COVID-19 vaccine or have a valid religious or medical reason not to be vaccinated.

Position Summary:

Performs the overall processes necessary to timely and accurately pay and record transactions with Community Action Partnership vendors. These processes include data entry of accounts payable vouchers, processing of check runs, and voucher postings. Reconciles various accounting reports, vendor statements, and account balances in accordance with established departmental policies and procedures. Provides administrative support to agency programs, creditors and other clientele. Supports CAPSLO's mission by ensuring checks, vouchers and reports are done in a timely and accurate manner to each program is able to function at its highest level to ensure families and individuals can get the support they each need from CAPSLO where appropriate.

Essential Functions:

  • Performs routine and repetitive data entry of accounts payable vouchers into accounting system in accordance with established policies and procedures. Data must be entered accurately and timely.
  • Processes employee travel requests, reconciliations and reimbursements, and resolves concerns while assuring mandatory reports are prepared and submitted within established timelines.
  • Processes and analyzes expenses as required on employee petty cash replenishment request.
  • Responds to requests for account inquiries and other information; resolves vendor/staff differences in a professional manner.
  • Analyzes specific payables and communicates concerns to appropriate staff.
  • Identifies errors and makes corrections in accordance with established policies and procedures. Self-monitoring is expected to assure accuracy and validity of data.
  • Organizes and maintains all accounts payable registers/journals (i.e., voucher registers, check registers, cash requirements, aged trial balances).
  • Maintains agency lease files and abstracts. Sets up and pays recurring monthly expenses. Files sub-contractor agreements cross checks against proposed payments for compliance.
  • Processes payments to vendors for goods and services in a timely and accurate manner.
  • Runs cash requirement reports to determine cash needs and unpaid vendors in accordance with AP schedule.
  • Completes check runs in a timely manner and mails payments with prior approval on schedule.
  • Reconciles vendor statements to assure accuracy of payments.
  • Posts accounts payable transactions to the General Ledger; balances and posts AP vouchers in accordance with established policies and procedures.
  • Reconciles monthly AP checks, including; outstanding checks, manual checks, and voided checks. Verifies that all manual and void checks have been entered into the AP system.

    Responsibilities and Duties:

  • Maintains filing system in accordance with departmental procedures.
  • Assists during audit time periods with data collection, worksheet preparation and addresses audit concerns.
  • Works in conjunction with bank reconciliation staff to follow-up with vendors' outstanding checks to ensure payments are cashed in accordance with established policies and procedures.
  • Runs various accounts payable and general ledger reports for management.
  • Compiles information used for purchase orders and for agency inventory.
  • Must be available during audit time periods.
  • Must maintain a respectful and cooperative working relationship with CAPSLO creditors and staff.
  • Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.
  • Must use reasonable precautions in the performance of one's duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one's self, fellow employees, clients and children.
  • Performs other duties as needed.

    Knowledge, Skills and Abilities:


  • Must have knowledge of fiscal accounting methods, practice, terminology, and office procedures. A demonstration of the candidate's understanding of internal accounting and administrative controls will be necessary.
  • Must have basic knowledge of computerized accounts payable system and the ability to input data quickly and accurately.
  • Must know how to operate a variety of office machines, especially a computer, calculator, printer and copier.


  • Must have strong math skills and the ability to carry out detailed mathematical calculations.
  • Must communicate effectively using both written and oral communication skills.


  • Must be able to work with supervision as well as independently.
  • Must be able to understand and follow verbal and written directions.
  • Must be able to work on related fiscal projects that may require advance spreadsheet skills.
  • Must be available to attend trainings and maintain on-going education-related job responsibilities as requested by supervisor.
  • Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.

    Supervisory Responsibility:

    This position has no direct supervisory responsibilities.

    Work Environment:

    Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

    Physical Demands:

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


  • Position requires intermittent sitting, standing, walking, twisting, and bending.
  • Must be able to lift 30 pounds.
  • Simple grasping and hand manipulation required, as well as reaching above and below shoulder level.

    Required Education and Experience:

  • Two to five years of experience in accounts payable or similar position.
  • Must have High School Diploma or G.E.D.

    Preferred Education and Experience:

    AA/AS degree is preferred.

    License & Certifications:

    Must have dependable, insured transportation, a valid California Driver's License (mileage to be reimbursed), and acceptable driving record. A DMV printout and proof of insurance will be required.

    Additional Eligibility Qualifications:

  • Must be at least 18 years of age by date of hire.
  • Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
  • Must complete a health screening physical completed within 12 months prior to employment or 7 days following the date of hire, and a current TB skin test/Chest X-Ray.
  • Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required within seven days of completing the Live Scan.
  • Upon hire agency staff will check the Megan's Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work.

    Other Duties:

    Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

    Reasonable Accommodations:

    I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice.

    I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.

    Compensation and Benefits Package

    Medical, Dental, Vision, Flexible Spending Plan

    CAPSLO offers benefits through a group medical, dental, vision, flexible spending account, life and AD&D insurance program. CAPSLO pays the full amount (100%) of the premiums to cover full-time employees, and half (50%) of the premiums to cover eligible part-time employees. Eligible employees may elect, at their own cost, to have medical, dental and vision insurance coverage for their dependents. Additionally, CAPSLO offers a Long Term Disability ("LTD") insurance program for eligible employees.

    Retirement Savings Plan

    CAPSLO offers eligible employees the opportunity to contribute a portion of their earnings to a Section 403(b) Retirement Plan. Employees are 100% vested upon enrollment into the plan. CAPSLO matches 60% of every dollar contributed up to an annual maximum of 15% of your annual salary (not to exceed IRS limits) after 6 months of employment.


    Twelve paid holidays during the course of the each calendar year. Employees also receive one extra workday off with pay as a "Personal Holiday."

    Vacation/Sick Leave

    CAPSLO awards 80-160 hours of vacation annually with a maximum accrual of 320 hours, depending on years of service. Paid Sick time is accrued at 8 hours per month (based on weekly hours) with a maximum accrual of 280 hours. CAPSLO also offers the opportunity to convert unused sick time to vacation and a vacation cash out for eligible employees once a year.

    Additional Benefits

    CAPSLO offers additional benefits including employee assistance program (EAP), reduced rates for pet insurance, reduced rates for cellular phone service, reduced rates for car rentals, and additional time off for positions classified as exempt, and workers' compensation insurance.

    For questions regarding the application process or open positions, contact the Recruiting Department at 805-544-4355 or email

    EOE/ V/ ADA/ Drug Free Workplace/ Asset Infused Organization. We are an Equal Opportunity Employer and do not discriminate against applicants due to race, ethnicity, gender, religion, national origin, veteran status, or on the basis of disability.

    Other details
  • Pay Type Hourly
  • Employment Indicator Regular Full Time
  • Min Hiring Rate $18.00
  • Max Hiring Rate $22.00
  • Required Education High School

    Apply Now

Keywords: Community Action Partnership of San Luis Obispo Co, San Luis Obispo , Accounts Payable Specialist, Other , San Luis Obispo, California

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