Accounts Payable Clerk

The Natural History Museums of Los Angeles County (NHMLAC) include the Natural History Museum in Exposition Park, La Brea Tar Pits in Hancock Park, and the William S. Hart Museum in Newhall. They operate under the collective vision to inspire wonder, discovery, and responsibility for our natural and cultural worlds. The museums hold one of the world’s most extensive and valuable collections of natural and cultural history—more than 35 million objects—used for groundbreaking scientific and historical research, and community engagement. From NHM’s opening in 1913 as the very first museum in Los Angeles, the organization has entered an exciting new era of transformation with building projects and campaigns, exhibitions, community outreach and impactful audience engagement.

NHMLAC’s values—adventurous, inclusive, authentic, and intentional—guide our work and visitor experience, committing us to foster a welcoming, safe and respectful workplace environment where innovation and collaboration thrive and every team member can contribute their unique perspectives to advance our mission. NHMLAC seeks candidates who are aligned with our values and priorities, and are passionate about connecting science with the vibrant and diverse communities we serve throughout Los Angeles.

The NHMLAC is seeking an Accounts Payable Clerk for our Finance department.  The Accounts Payable Clerk is responsible for timely processing invoices while ensuring accuracy, budget verification, routing for approval, importing transactions, scheduling and clearing payments. Maintenance of Accounts Payable account records. Liaise department purchasers and external vendors through the procurement cycle. Assist the finance team in month-end-close procedures, schedules during tax and audit session filing (physical and digital), data entry, reconciling balance sheet accounts, and reporting and presentation preparation as directed. Reports to the Accounts Payable Supervisor.

Responsibilities for this position include, but are not limited to:

• Audit invoices against vendor payee profile for account detail accuracy, verify budget allowance and encumbrances, research discrepancies, prepare payment requests and check register list for presentation to Controller and CFO

• Processes vendor invoices, two way matching them to any corresponding PO, through proper coding and in matching time period

• Reviews employee expense reports, out of pocket and through Museum issued credit cards

• Assists with maintaining Chrome River Emburse (procurement) system to ensure proper expense approval mapping, and troubleshoot any stuck items for reassignment as needed

• Performs data manipulation between exports and imports of fully approved transactions between the procurement, FTP, and accounting system for supervisor review and posting

• Performs timely check runs bi-weekly basis or as needed and adhering to all internal controls and protocols to import scheduled 360 Bill Pay, NACHA (EFTs), ACH and wire transfers

• Maintains Accounts Payable inbox including retrievable of invoices, responding to inquiries from employees and vendors, and research the status of accounts payable transactions

• Assists with maintaining vendor database in both MIP and Chrome River, and ensures vendor information are current in systems including W-8, W-9’s

• Assists with preparing quarterly Sales and Use Tax and annual 1099 filing

• Chrome River Expense Management and Analysis:

• Prepare credit card expenses for the Finance Dept. credit cards and tracking submission of agency wide credit card expenses (including reconciling other agency credit cards Smart & Final, Lowes, Home Depot, Voya)

• Identify outstanding personnel credit card Expense claims at monthly cut-off to report status

This position has the following requirements: 

• 1-2 years of accounting experience and at least one of the following:

• Bachelor's degree with accounting major or emphasis (preferred)

• Associates degree in accounting

• Certificate of Achievement in accounting, bookkeeping, or CPA track

• Completion of minimum 16 semester units in accounting courses at an accredited college

• Knowledge of US GAAP, IRS W-9 and W-8 

Knowledge of office applications MS, G Suite, tools, equipment, practices and procedures

• Ability to communicate complex accounting transactions in a basic manner to person(s) not having accounting or finance backgrounds

• Ability to effectively present information to and respond to questions from groups of managers in other departments

• Ability to write reports, business/professional correspondence, and procedure manuals

• Ability to read, analyze, and interpret technical procedures, peer-reviewed primary literature, or government regulations 

• Must be extremely organized and capable of prioritizing time for multiple projects in order to meet agreed upon deadlines

• Must demonstrate ability to apply professional judgment, strong work ethics, desire to learn, and initiative to raise questions 

• Ability to adapt and adjust to changes in procedures, workflows or operations 

• Ability to work with others on the team, across the organization and external audiences, as well collaborate effectively with all levels within an organization

• Ability to effectively identify and utilize different methods of communication depending on the situation, such as email, phone calls, video conferencing, instant messaging, in-person meetings

• Proactively perform and anticipate needs and requirements of the scope of work

• Clearly articulate any potential discrepancies, ensuring all members are aware of any issues and collaboratively discuss resolution. 

• Must act with integrity and an ability to carry oneself with the demeanor, decorum, and professionalism needed for the position and its interaction with others

NHMLAC is a nonprofit organization committed to fostering a workplace and public environment that uplifts Kindness, Fairness, Openness and Dignity. These values extend not only to our employees, but to our guests, local community, and organizational partners. If you are interested in this position, we encourage you to apply!

The hourly rate for this position is $23.83 hourly  and includes excellent benefits. This is a Full-Time Regular, non-exempt position. 

A cover letter, current resume, and list of 3-4 references are required for all applicants. Review of applications begins immediately and continues until the position is filled. Interested candidates, please visit www.nhmlac.org/careers-our-museums  and click the link of the position you are interested in or go directly to the online application.