Accounts Payable Lead
- Compensation
- Not disclosed
- Location
- HQ Walnut Creek GSM - WALNUT CREEK, CA 94598
- Work setup
- Not specified
- Seniority
- Lead
- Employment
- Contract
- Experience
- Not specified
- Category
- Finance
- Posted
Skills
Must have
- At least five years of progressively responsible accounts payable experience, including high-volume and multi-entity processing.
- Prior experience leading or providing day-to-day direction to an accounts payable team.
- Advanced hands-on experience with Bill.com is required, including invoice workflows, approvals, payment processing, vendor management, reporting, audit history, and troubleshooting.
- Strong hands-on QuickBooks experience is required, including bills, payments, vendor activity, classes or locations, general ledger coding, reconciliations, and month-end support.
- Strong understanding of accounts payable controls, cutoff, accruals, duplicate payment prevention, vendor maintenance, payment security, and audit documentation.
- Ability to manage a high-volume workload, establish priorities, follow through on open items, and maintain accuracy under deadlines.
- Clear and direct communicator with strong problem-solving, coaching, organization, and follow-up skills.
- Healthcare or multi-location experience is preferred.
Full description
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Golden State Dermatology is a physician led and owned dermatology group with a growing multi-location footprint. The Accounts Payable Lead is responsible for the day-to-day leadership and execution of the accounts payable function, with primary ownership of Bill.com and the related QuickBooks workflows. This position provides daily direction to the AP team, coordinates work performed by offshore support, maintains timely and accurate invoice and payment processing, and ensures that AP activity is complete, properly approved, and accurately recorded in the general ledger.
This is a hands-on processing and team leadership role. The AP Lead will maintain an assigned invoice-processing workload, personally process invoices from receipt through posting, and prepare and complete regular check and payment runs. In addition to this direct processing responsibility, the AP Lead will monitor daily volume and aging, resolve exceptions, review the team’s work, and ensure deadlines are met.
Key Responsibilities
Bill.com Ownership and AP Workflow Management
- Maintain a regular assigned invoice-processing workload and personally process invoices in Bill.com from receipt through coding, approval routing, publication, and synchronization to QuickBooks.
- Serve as the primary owner and subject matter expert for Bill.com, including the inbox, invoice capture, draft bills, coding, approval routing, payment status, vendor records, and audit trail.
- Monitor Bill.com activity throughout the day, including inbox volume, draft bills, approval queues, due dates, exceptions, duplicate invoice risk, and items requiring follow-up.
- Assign and prioritize work across the internal AP team and offshore support, establish clear deadlines, and confirm completion of assigned work.
- Review invoices for appropriate entity, vendor, general ledger account, department or class, location, description, supporting documentation, payment terms, and required approvals before publication or payment.
- Maintain Bill.com approval workflows and ensure invoices are routed in accordance with the company approval matrix.
- Prepare and complete weekly check and payment runs, including reviewing approved invoices and due dates, selecting payment methods, confirming cash requirements, printing checks, preparing positive pay files when applicable, and confirming payments are properly recorded and released.
- Research and resolve Bill.com sync errors, duplicate records, failed payments, voids, reissues, unapplied items, and other system or workflow exceptions.
- Use Bill.com reporting and audit history to monitor productivity, processing timeliness, queue status, and compliance with established procedures.