Purchasing & Accounts Payable Supervisor

Purchasing And Accounts Payable Supervisor

AMS Impact Group is seeking an experienced and detail-oriented Purchasing and Accounts Payable Supervisor to oversee the procurement and disbursement functions supporting our educational operations.

This position manages the full procure-to-pay (P2P) cycle, ensuring accurate and timely purchasing of educational supplies, capital assets, and services while maintaining compliance with organizational policies, institutional budgets, government funding requirements, and applicable purchasing regulations.

The Purchasing and Accounts Payable Supervisor will lead a dedicated team supporting the operational needs of campus administrators, faculty, and students. The ideal candidate demonstrates strong fiscal responsibility, attention to detail, and a service-oriented approach when partnering with non-financial staff, vendors, and internal departments.

Key Responsibilities

• Lead, mentor, and schedule daily tasks for Purchasing and Accounts Payable staff.
• Oversee department workflows to ensure accurate, timely, and efficient processing.
• Monitor team performance and provide guidance, training, and support as needed.
• Ensure the full procure-to-pay cycle is managed effectively from purchase order generation through final payment.

• Oversee purchasing and Accounts Payable processes to ensure accuracy and compliance.
• Review purchase orders, invoices, and supporting documentation for completeness and accuracy.
• Ensure proper three-way matching and resolution of invoice discrepancies.
• Monitor transactions across multiple funding sources, general ledger strings, and campus budgets.
• Implement and streamline financial workflows to reduce processing times and eliminate paper-based bottlenecks.

• Evaluate vendors and maintain key vendor relationships.
• Resolve complex invoice and supplier statement discrepancies.
• Support favorable payment terms and effective vendor relationships.
• Maintain credit card limits and support appropriate card usage.
• Train credit card users on timely and accurate expense report submission.
• Reconcile credit card accounts and resolve discrepancies.

• Enforce organizational purchasing policies and internal controls.
• Monitor transactions for compliance with applicable federal regulations and funding requirements.
• Ensure compliance with state education codes, grant requirements, and public bidding laws.
• Monitor purchasing activity across applicable funding sources, including Title I and IDEA.
• Ensure appropriate documentation is maintained to support financial transactions and compliance requirements.

• Prepare weekly cash flow forecasts, month-end closing schedules, and aging reports for senior management.
• Oversee annual 1099 reporting and tax documentation collection, including W-9s.
• Monitor sales tax compliance and applicable tax documentation.
• Support month-end and year-end financial close processes.
• Investigate ledger variances and reconcile complex supplier statements.

• Coordinate purchasing and Accounts Payable activities related to year-end closing.
• Manage annual 1099 issuance.
• Prepare and provide documentation requested by independent and state auditors.
• Maintain organized records to support audits and financial reporting requirements.

• Train school administrators and department heads on procurement policies and electronic requisition systems.
• Provide clear guidance and support to non-financial staff navigating purchasing processes.
• Partner with finance, campus leadership, and other internal departments to ensure efficient purchasing and payment processes.
• Communicate effectively with vendors and internal stakeholders to resolve issues and maintain operational continuity.

Required Qualifications

• Bachelor's degree in Accounting, Finance, Public Administration, or a related field required.
• Minimum of four (4) to five (5) years of Accounts Payable or procurement experience.
• Minimum of one (1) to two (2) years of leadership or supervisory experience.
• Experience managing purchasing or Accounts Payable functions in a complex organization preferred.

Preferred Qualifications

• Certified Accounts Payable Professional (CAPP) certification.
• Certified Professional in Supply Management (CPSM) certification.
• Experience working in an educational, governmental, nonprofit, or public-sector environment.
• Experience with fund accounting and multiple funding sources.
• Experience with federal education grants, including Title I and IDEA.
• Experience with public bidding and procurement requirements.

Knowledge, Skills & Abilities

• Strong understanding of public purchasing thresholds, encumbrance accounting, and sales tax exemption laws applicable to educational entities.
• Experience with procure-to-pay processes and three-way matching.
• Strong understanding of internal controls and financial compliance.
• Advanced Microsoft Excel skills.
• Familiarity with Workday ERP or other ERP systems.
• Strong analytical and problem-solving skills, including the ability to investigate ledger variances and reconcile supplier statements.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to meet strict month-end and year-end deadlines.
• Strong service orientation and ability to clearly explain financial processes to non-financial staff.
• Demonstrated commitment to the responsible stewardship of public and institutional funds.

Working Conditions

• Full-time position supporting AMS Impact Group and its educational operations.
• Extended periods of computer work and financial record review.
• Regular interaction with campus administrators, department leaders, vendors, and finance staff.
• May require extended hours during month-end, year-end, audit, and other critical financial reporting periods.

Benefits

• Competitive salary based on qualifications and experience
• Medical, Dental, Vision, Life, and Disability Insurance
• 401(k) Retirement Plan with Employer Contributions
• Paid Time Off and Paid Holidays
• Professional Development Opportunities
• Opportunities for Career Growth within a Growing Organization

Why Join AMS Impact Group?

Join a mission-driven organization where strong financial operations directly support educational outcomes for scholars. As the Purchasing and Accounts Payable Supervisor, you'll play a critical role in ensuring that schools have the resources they need while maintaining fiscal responsibility, compliance, and operational excellence across the organization.

Join us to enjoy rewarding challenges and ongoing opportunities!