Accounts Payable Specialist

Reporting to Accounting Manager, this position ensures that all tasks are processed and documented in accordance with MBARI policies and procedures.

Accounts Payable

  • Processes invoices, check requests, and statements which includes matching, obtaining authorizations, data entry, maximizing discounts, posting vouchers and cash disbursements in compliance with financial policies and procedures.
  • Processes payments in accordance with sales/use tax and 1099 reporting regulations as required by federal and state regulations.
  • Processes voided checks. Follows month and year end procedures.
  • Performs day to day financial transactions, including verifying, classifying, and recording accounts payable data.
  • Reconciles the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.
  • Verifies and investigates discrepancies, if any, by reconciling vendor accounts and monthly vendor statements
  • Understands compliance issues around accounts payable processes (W-9, sale tax, etc.)

Cash Disbursements

  • Prepares weekly schedules for cash disbursements, reviewing payments terms and vendors that require payment based on correspondence.


  • Reviews invoices to determine where 1099 reporting is applicable ensuring transactions are properly flagged or not flagged accordingly to IRC regulations.
  • Processes and submits annual 1099’s. Reviews purchase orders when vouchering to identify any areas where there isn’t a match and provide feedback to resolve.
  • Ensures any changes to vendor addresses or terms as outlined on the invoice are communicated to purchasing so the vendor master file can be updated accordingly.

Performs other accounting related functions as necessary.

A.A. degree in Business or related field, or equivalent experience is required.  The incumbent must have excellent skills in customer service, communication, utilizing system reports and writing procedures. The incumbent must maintain current and accurate desk procedures, utilize the automated systems and reports to maximize accuracy and efficiency and be able to conduct specialized research projects as needed. The ability to pay strict attention to detail, timeliness, and accuracy is required. Must have working knowledge of accounting software, and spreadsheet applications. Confidentiality is paramount in the various aspect of the functions and duties of this position.

Submit your cover letter and resume by e-mail to, or by mail to the below address, or by fax to (831) 775-1620.

MBARI, Human Resources
Job Code: AP Specialist
7700 Sandholdt Road
Moss Landing, CA  95039

MBARI offers a competitive compensation and benefits package, including medical, dental, vision, short and long term disability, life insurance, 403B retirement plan, and paid time off, such as vacation, holiday, and sick leave.

MBARI is an Equal Opportunity Employer. MBARI considers all applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, national origin, age, disability, covered veteran status, or any other characteristic protected by federal, state, or local laws.

MBARI Welcomes Diversity