Accounts Payable Specialist
Job ID
6709
Location
SLAC - Menlo Park, CA
Full-Time
Temporary
SLAC Job Postings
Position overview:
We¿re looking for a highly organized and detail-oriented Accounts Payable Specialist to join our Accounts Payable (AP) team. In this role, you¿ll support day-to-day AP operations with a strong focus on reconciliations, invoice processing, and ensuring the accuracy and integrity of financial data.
This position operates within a federally funded research environment and requires close adherence to internal controls, audit readiness, and Department of Energy (DOE) and Stanford University financial requirements.
If you enjoy digging into details, solving discrepancies, and keeping processes running smoothly, this is a great opportunity to grow your finance career.
SLAC National Accelerator Laboratory is one of 17 Department of Energy (DOE) National Laboratories. Operated by Stanford University on behalf of the DOE, SLAC develops and operates some of the world¿s premier science facilities. The SLAC Controller¿s Office is responsible for providing excellent service and timely payments to employees and vendors, ensuring accuracy, reliability, and integrity of financial information, and delivering accounting and financial services to the Laboratory, Stanford University, and the DOE.
Note : This is a 24¿month fixed¿term position with the possibility of extension or conversion to a regular continuing role.
Your specific responsibilities include, but are not limited to, the following:
Review, verify, and process vendor invoices in accordance with SLAC policies, Stanford University requirements, and applicable Department of Energy (DOE) financial requirements.
Ensure invoices are properly matched to purchase orders, receipts, and supporting documentation.
Perform accurate invoice vouchering within the financial system.
Identify, research, and resolve invoice discrepancies in a timely and well¿documented manner.
Support the end-to-end Procure-to-Pay (P2P) lifecycle.
Coordinate with Procurement, Receiving, and internal departments to resolve invoice, receipt, or purchase order issues.
Maintain accurate documentation and records for all AP transactions.
Respond to vendor inquiries regarding invoice status and payment processing.
Support vendor onboarding activities, including review of required documentation, in coordination with Procurement and other stakeholders.
Reconcile vendor statements and investigate outstanding balances.
Perform reconciliation of the Accounts Payable subledger to the general ledger and assist in resolving identified differences.
Assist with month-end closing activities, including accruals and payment verification.
Support identification and recording of routine AP accruals to ensure expenses are recognized in the appropriate accounting period.
Review and reconcile invoices related to customs duties, tariffs, and import¿related charges as recorded in the financial system.
Coordinate with freight forwarders, customs brokers, and internal logistics or procurement teams to verify duty¿related charges and supporting documentation.
Support reconciliation and documentation of customs duty payments when applicable.
Ensure proper documentation is maintained to support audit, compliance, and internal control requirements.
Ensure adherence to internal financial controls and audit requirements.
Maintain compliance with SLAC, Stanford University, and DOE financial policies.
Support internal and external audits by timely providing requested documentation and explanations within the scope of assigned responsibilities.
Other duties may also be assigned.
To be successful in this position you will bring:
High School diploma or equivalent and two years¿ work experience in Accounting, Finance, Business Administration, or related field, or equivalent experience
Experience in Accounts Payable or accounting operations, including reconciliations and month¿end support.
High attention to detail and a commitment to data accuracy.
Strong understanding of invoice workflows, three-way matching, and reconciliation processes.
Proficiency with Excel and familiarity with ERP or AP automation systems (e.g., Oracle, PeopleSoft, Workday, or similar).
Strong communication skills and a collaborative mindset.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
In addition, Preferred requirements include:
Associate¿s or Bachelor¿s degree in Accounting, Finance, Business Administration, or related field, or equivalent experience.
Experience working with tariffs, customs duties, or import/export documentation.
Experience reconciling freight, logistics, and customs-related invoices.
Familiarity with government-funded organizations or research institutions.
Experience working with internal controls and audit compliance.
SLAC employee competencies :
Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages.
Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve common goals.
Physical requirements and Working conditions:
Constantly perform desk-based computer tasks.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
Work standards:
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu .
As a national laboratory, SLAC National Accelerator Laboratory is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require employees to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws
Classification Title: Accounting/Finance Associate
Job code: 4437, Grade: E
Employment Duration: 24¿month
The expected pay range for this position is $28.79 - $34.79 per hour
SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.
At SLAC/Stanford, base pay represents only one aspect of the comprehensive rewards package.
SLAC National Accelerator Laboratory is an Affirmative Action / Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All staff at SLAC National Accelerator Laboratory must be able to demonstrate the legal right to work in the United States. SLAC is an E-Verify employer.
