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Accounting Associate

Menlo Park, CA

Accounting Associate – Accounts Payable, Accounts Receivable & Payroll

Position Level: Full-Time

Position Summary

We are seeking a detail-oriented and versatile Accounting Associate to join our finance and accounting team. This is a hands-on role serving a growing medical device company, requiring expertise across accounts payable, accounts receivable, payroll processing, and general accounting operations. You will work closely with internal stakeholders and external partners to ensure accurate financial reporting, timely cash flow management, and compliance with healthcare industry regulations. This position offers significant autonomy and the opportunity to make a direct impact on company operations.

Key Responsibilities

Accounts Payable

  • Process and code vendor invoices; manage purchase order matching and three-way reconciliation
  • Maintain vendor master data; resolve discrepancies and manage vendor communications
  • Perform AP aging analysis; coordinate with procurement on payment scheduling
  • Manage use tax accrual, tracking, and filing; coordinate with tax software (e.g., AvaTax) integration
  • Prepare AP reconciliations and support month-end close activities
  • Review, process, and reconcile employee expense reports in accordance with company policies.

 

Accounts Receivable

  • Generate and issue customer invoices; track and monitor invoice status
  • Perform collection activities; investigate discrepancies and address payment delays
  • Maintain accurate customer records and credit terms
  • Prepare AR aging reports and bad debt analysis

 

Payroll Administration

  • Process semi monthly payroll; verify timekeeping, variable compensation, and benefits deductions
  • Calculate and remit federal, state, and local payroll taxes
  • Maintain employee records and payroll documentation
  • Prepare and reconcile payroll register; post to GL
  • Support 401(k) administration and benefits enrollment
  • Monitor and maintain employee PTO & Sick balances, ensuring accuracy and timely approvals.
  • Assist with payroll tax registrations, agency account setup, and ongoing maintenance.

 

Accounting & Compliance

  • Maintain and reconcile balance sheet accounts; investigate variances
  • Prepare accruals and journal entries; support month-end and year-end close
  • Manage Open Payments (Sunshine Act) compliance and reporting obligations
  • Create and maintain financial reports and dashboards for management
  • Support annual financial audit requirements
  • Maintain and organize agreement folders, ensuring executed contracts and supporting documentation are properly filed and retained.

 

Required Qualifications

  • Bachelor's degree in Accounting, Finance, or related field (or equivalent professional experience)
  • 5+ years of hands-on experience in AP, AR, payroll, and general accounting
  • Strong Excel skills, including VLOOKUP, pivot tables, and formula writing
  • Solid understanding of GL accounting, journal entries, and month-end/year-end close procedures
  • Excellent attention to detail and strong organizational skills
  • Ability to work independently and manage multiple priorities

 

Preferred Qualifications

  • Experience in medical device, healthcare, or regulated manufacturing
  • Knowledge of Open Payments (Sunshine Act) reporting and tracking
  • Proficiency with accounting software (NetSuite, SAP, or similar ERP preferred)

 

Work Environment & Requirements

  • Work environment: Office-based or hybrid (company-dependent)
  • Physical demands: Sitting at a desk for extended periods; occasional lifting of files/equipment (under 25 lbs)
  • Availability: Standard business hours; possible month-end/year-end overtime during close periods
  • Confidentiality: Handling of sensitive financial and employee information

 

 

Compensation Range

$90,000 - $100,000 USD

Inquis Medical is an Equal Opportunity Employer and embraces diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any characteristic protected by applicable law.

 

Inquis Medical does not accept resumes or candidate submissions from third-party recruiters and/or vendors who are not expressly under current written contract. 

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