Job Description

Job Description

POSITION SUMMARY: Under general supervision, is responsible for ensuring the timely and accurate payment of fully authorized invoices, including proper coding and classification of expense type and departments to be charged. Also, ensures the smooth implementation of any enhancements to the accounts payable processing procedure.

SUPERVISORY RESPONSIBILITIES:

Leaders with direct reports are responsible for managing, directing, supporting, and developing their team members in alignment with the agency’s mission, values, and vision. This includes setting clear expectations, providing ongoing feedback and coaching, fostering professional growth, ensuring accountability, and promoting a positive, inclusive, and mission-driven work environment. Leaders are expected to model and uphold the agency’s core values—Honesty and Integrity, Empathy and Compassion, Accountability, Respect for Others, and Teamwork—while empowering employees to contribute meaningfully to the agency’s goals and to the people we support.

POSITION QUALIFICATIONS:

Minimum Education: High School degree required, Associates degree preferred

Minimum Experience: Three years of prior experience in accounts payable functions

Knowledge/Skills/Abilities (KSAs):

* Ability to read, speak and understand English

*Valid driver’s license and meet Agency’s driving standards

*Excellent mathematical skills

*Ability to operate a calculator, computer keyboard, and other general office equipment

*Proficient in excel

*Excellent organizational and analytical skills

Physical Requirements: Prolonged periods of sitting, must have visual acuity adequate to read correspondence, computer screen, forms, etc.; manual dexterity; speaking and hearing ability sufficient to communicate by phone or in person at normal volumes.

Working Conditions:

*Normal office conditions with little discomfort due to temperature or noise

*Ability to sit for prolonged periods of time

Corporate Compliance:

Employees must comply with agency or governing body rules, regulations and policies and procedures. Any employee who witnesses or learns about a violation or possible violation of agency or governing body rules, regulations or policies and procedures is required to immediately report this to his/her supervisor or the agency’s corporate compliance officer.

POSITION TITLE: Accounts Payable Supervisor

SPECIFIC JOB DUTIES AND RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Employees may be required to perform other job-related duties as instructed by the Supervisor, subject to reasonable accommodations.

ESSENTIAL FUNCTIONS

1. Enter invoices and related data into accounting or purchasing systems. Gain proficiency using excel templates that can be used to upload data into accounting software. Gain proficiency in importing data from purchasing to accounting software. Ensure accuracy and meaningfulness of data being entered.
2. Manage the accurate and timely processing of vendor invoices and payment requests including petty cash, personal allowance, and spenddowns. Ensure a three-way match exists; matching invoices to purchase orders and receiving reports. Ensure proper coding of invoices to general ledger accounts. Ensure appropriate approvals.
3. Verify details and approve AP batches in accounting software. Prepare payment batches. Ensure documentation is complete and compliant with the agencies’ policies and procedures.
4. Adhere to month-end closing deadlines. Ensure proper posting periods are used when entering vendor invoices.
5. Respond to vendor inquiries regarding payment status, discrepancies, or documentation. Maintain positive relationships with external and internal stakeholders and resolve issues promptly.
6. Work with purchasing and other departments to resolve discrepancies and improve workflow. Escalate anything that cannot be resolved independently.
7. Maintain organized files of paid and unpaid invoices. Ensure documents scanned into accounting software are complete and accurate.
8. Support the Accounts Payable Manager with monthly account reconciliations related to accounts payable.
9. Monitor AP aging reports and escalate overdue items.
10. Support the month-end and year-end closing processes.
11. Assist with audits by providing required documentation and explanation of transactions.
12. Monitor and reconcile vendor statements.
13. Supervise Accounts Payable Coordinator
14. Assist Accounts Payable Manager with 1099 preparation and year-end reporting.
15. Assume duties of Accounts Payable Manager in absence.
16. Follow internal controls and financial policies to ensure accuracy and compliance.
17. Attend required staff meetings and annual agency training.
18. Protect Organization's value by keeping information confidential.

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