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Invoice Assistant Jobs in California (NOW HIRING)

SBT Global, Inc.

Accounting Assistant

Cerritos, CA · On-site

$25 - $28/hr

Company Description Accounting Assistant Onsite / Full-time Salary: $25-$28/hr DOE We are looking ... Support accounting activities to ensure accuracy and timeliness of invoice creation and entry

SBT Global, Inc.

Accounting Assistant

Cerritos, CA · On-site

$25 - $28/hr

Company Description Accounting Assistant Onsite / Full-time Salary: $25-$28/hr DOE We are looking ... Support accounting activities to ensure accuracy and timeliness of invoice creation and entry

SBT Global, Inc.

Accounting Assistant

Cerritos, CA · On-site

$28/hr

Company Description Accounting Assistant Onsite / Full-time Salary: $28/hr DOE We are looking for a ... Support accounting activities to ensure accuracy and timeliness of invoice creation and entry

SBT Global, Inc.

Accounting Assistant

Cerritos, CA · On-site

$28/hr

Company Description Accounting Assistant Onsite / Full-time Salary: $28/hr DOE We are looking for a ... Support accounting activities to ensure accuracy and timeliness of invoice creation and entry

Kinetic Personnel Group, Inc

Office Assistant

Costa Mesa, CA · On-site

$26 - $29/hr

  • Medical

  • Retirement

... invoice discrepancies and work with vendors and internal teams to resolve issues • Verify receipts and reconcile purchases made by Regional Managers using company credit cards • Assist with ...

Synergy Direct LLC

Be Seen First

Hospital Executive Administrative Assistant - 100% ONSITE

Santa Barbara, CA · On-site

$30 - $40/hr

The Executive Administrative Assistant provides high-level administrative support and workflow ... Financial & Invoice Tracking: Monitor, log, and process vendor orders and departmental invoices ...

New

Martis Camp

Accounting Assistant - Accounts Payable

Truckee, CA · On-site

$28 - $34/hr

  • Medical

  • Dental

  • Vision

  • Life

  • Retirement

  • PTO

This position assists with invoice entry, documentation review, approval follow-up, vendor record ... The Accounting Assistant supports the accounting department's activities for Martis Camp Club (MCC ...

Martis Camp

Accounting Assistant - Accounts Payable

Truckee, CA · On-site

$28 - $34/hr

  • Medical

  • Dental

  • Vision

  • Life

  • Retirement

  • PTO

This position assists with invoice entry, documentation review, approval follow-up, vendor record ... The Accounting Assistant supports the accounting department's activities for Martis Camp Club (MCC ...

Praxt Talent

Administrative Assistant

Ceres, CA

$22 - $24/hr

Billing & Clerical Support * Assist with invoice preparation and processing. * Enter billing information into company systems accurately and timely. * Verify billing information and supporting ...

New

Robert Half

Admin Assistant

Inglewood, CA · On-site

$19.95 - $23.10/hr

Enter invoice details, purchase order information, and other records into company systems with a ... * Assist with workplace coordination tasks by maintaining an orderly office environment and ...

Robert Half

Accounting Assistant

Santa Clara, CA · On-site

$19 - $22/hr

We are looking for an Accounting Assistant to join a healthcare organization in Santa Clara ... Working knowledge of accounts payable, accounts receivable, invoice coding, and basic ...

New

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Invoice Assistant information

What is an invoice assistant?

Invoice Assistants are administrative professionals who support the billing and accounting departments of a company by managing invoices and related documentation. Their main duties typically include preparing, processing, and tracking invoices, verifying billing information, and communicating with clients or vendors to resolve discrepancies. They also help ensure that payments are received and recorded accurately and on time. Attention to detail and organizational skills are crucial in this role, as Invoice Assistants often handle sensitive financial information.

What are the key skills and qualifications needed to thrive as an invoice assistant, and why are they important?

To thrive as an Invoice Assistant, you need strong numerical accuracy, attention to detail, and experience with basic accounting or finance principles, often supported by a high school diploma or associate degree. Familiarity with invoicing software, spreadsheets (like Microsoft Excel), and accounting systems such as QuickBooks or SAP is typically required. Effective communication, organizational skills, and time management set top performers apart in this role. These skills are crucial for ensuring accurate billing, timely payments, and smooth financial operations within an organization.

What are some common challenges faced by an invoice assistant and how can they be managed?

Invoice Assistants often encounter challenges such as handling high volumes of invoices, ensuring accuracy under tight deadlines, and resolving discrepancies between purchase orders and invoices. To manage these, it's important to develop strong organizational skills, attention to detail, and effective communication with both vendors and internal teams. Familiarity with accounting software and proactive follow-up can also help streamline the process and reduce errors.

What is the difference between Invoice Assistant vs Accounts Payable Clerk?

AspectInvoice AssistantAccounts Payable Clerk
CredentialsHigh school diploma or equivalent; some roles may require basic accounting knowledgeHigh school diploma; some roles prefer accounting or finance certifications
Work EnvironmentOffice setting, handling invoice processing and data entryOffice setting, managing vendor payments and invoice verification
Employer & Industry UsageUsed across various industries for invoice managementCommon in finance, manufacturing, and retail sectors for payment processing
Search & Comparison IntentOften searched by those looking for entry-level invoice rolesCompared for understanding payment processing and accounts management

The Invoice Assistant and Accounts Payable Clerk roles share similarities in office environments and basic financial tasks. However, the Invoice Assistant typically focuses on data entry and invoice processing, while the Accounts Payable Clerk handles vendor payments and invoice verification. Both roles are essential in financial operations but differ slightly in scope and responsibilities.

What does an invoice assistant do?

An invoice assistant is responsible for preparing, processing, and managing invoices to ensure accurate billing and record-keeping. They often use accounting software and verify payment details, supporting the finance or accounting team in maintaining financial accuracy and efficiency.

What are the most commonly searched types of Invoice jobs in California?

The most popular types of Invoice jobs in California are:

What cities in California are hiring for Invoice Assistant jobs?

Cities in California with the most Invoice Assistant job openings:

Invoice Assistant jobs near you
Infographic showing various Invoice Assistant job openings in California as of August 2026, with employment types broken down into 2% As Needed, 79% Full Time, 16% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Administrative Assistant (Part Time)

City of Carlsbad

Carlsbad, CA • On-site

$18.75 - $25.25/hr

Other

Re-posted 13 days ago

Job description


The Position

** This recruitment will close to further applications once the closing date is met, or once 60 applications are received, whichever comes first. **

This part-time Administrative Assistant role supports Public Works Fleet Operations by providing equal levels of client-facing service and administrative support. A typical day is split evenly between assisting clients and fleet staff with work order creation, coordination, and communication, and reviewing invoices, posting charges to work orders, and preparing documents for payment.

You will serve as a central point of contact for departments, vendors, and shop personnel-helping gather service details, clarify client needs, and relay information between office staff and technicians. At the same time, you will ensure financial and operational accuracy by reviewing invoices, verifying supporting documentation, entering data into our fleet management system, and supporting timely processing of invoices for payment.

The position works weekdays for approximately 4-5 hours per day during normal business hours. Weekend work is not required. Remote work is not an option for this role.

This position is ideal for someone who enjoys interacting with people while also handling detailed administrative work. Strong communication skills, attention to detail, and comfort working in a fast-paced environment are essential.

Automotive or financial experience is helpful but not required, training will be provided.

You belong in Carlsbad:

The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Key Responsibilities
Client Engagement & Work Order Support
* Serve as a first point of contact for clients, vendors, and fleet staff, providing clear and timely communication.
* Create work orders based on client needs, service requests, or technician findings.
* Relay updates between shop staff and clients to ensure expectations are clear and service timelines are understood.
* Document customer concerns, service details, and repair requests accurately for technician review.
* Answer phones, greet visitors, and direct inquiries professionally.
* Provide logistical support to fleet administrators and shop personnel as needed.
Administrative & Invoice Processing
* Review invoices for accuracy, completeness, and alignment with work performed.
* Post parts, labor, and service charges to work orders in the fleet management system.
* Prepare invoice packets and supporting documents for payment processing.
* Manage incoming mail, parts requests, service requests, and invoices requiring administrative review.
* Maintain organized physical and digital filing systems.
* Assist in processing invoices according to accounts payable/receivable guidelines.
* Provide general administrative support to fleet administrators and shop personnel as needed.
Normal duties of this position include driving of a vehicle between City sites.
Qualifications

Knowledge of:

  • Microsoft Word, Excel, Outlook and Adobe Acrobat Pro; experience with Microsoft Teams and/or Access a plus
  • Professional communication techniques, both oral and in writing
  • Basic filing systems; physical and electronic
  • Familiarity with contracts and agreements, particularly related to construction, a plus
  • Invoice processing, knowledge of tax calculations and prior payables experience preferred.
.
Ability to:
  • Understand the administrative support role as facilitating the work of paraprofessional/technical staff
  • Follow prescribed processes and procedures with minimal direction/supervision
  • Proofread accurately under tight timelines
  • Work successfully both independently and in a team environment
  • Demonstrate excellent customer service skills
  • Communicate professionally and effectively with staff at diverse levels of the organization as well as those outside the organization, orally and in writing
  • Use modern office equipment and software

Experience & Education

Experience: Any combination equivalent to experience that could likely provide the required knowledge and abilities would qualify.
Education: Must have high school diploma or G.E.D.

A valid driver's license is required.

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