Accounts Payable Manager

Position Summary The Accounts Payable Manager is responsible for managing the accounts payable function across all entities, ensuring vendor payments are processed accurately, timely, properly documented, appropriately approved, correctly classified, and aligned with available budgets. This position oversees the full accounts payable workflow, including invoice processing, payment preparation, vendor communication, credit card reconciliations, expense coding, budget compliance review, and AP reporting. The Accounts Payable Manager supervises AP staff, supports process improvement, strengthens internal controls, and works closely with departments to ensure expenses are properly authorized and budgeted before payment. The role requires strong attention to detail, operational discipline, leadership, and the ability to manage high‑volume AP activity across multiple entities. Responsibilities are based on manager‑level duties and include AP oversight across all entities, supervision of staff, payment accuracy and timeliness, budget compliance, credit card reconciliations, and process improvement. Key Responsibilities Accounts Payable Operations Manage the accounts payable process across all entities. Ensure invoices and payment requests are processed accurately and timely. Review invoices for proper documentation, approval, vendor information, expense classification, and budget availability. Ensure expenses are coded correctly by entity, department, account, fund, program, and natural/functional classification, as applicable. Oversee the preparation and processing of vendor payments, including checks, ACH payments, electronic payments, and other approved payment methods. Monitor payment deadlines to avoid late fees, service interruptions, duplicate payments, or missed obligations. Ensure accounts payable activity is recorded in the proper accounting period. Review aged payables, outstanding invoices, and unresolved vendor items on a regular basis. Approval, Documentation & Compliance Ensure all expenses are properly supported, approved, and documented before payment. Verify compliance with internal approval policies, budget requirements, and accounting procedures. Follow up with departments for missing approvals, incomplete documentation, or unclear business purposes. Ensure proper treatment of expenses under natural and functional classifications. Maintain organized AP records and supporting documentation for audit and internal review. Identify and escalate unusual, unsupported, over‑budget, or non‑compliant payment requests. Budget Compliance & Department Communication Review AP transactions for budget availability before payment or escalation. Use budgeting systems, including Power Plan and Euna, to support budget compliance. Proactively notify departments when budgeted funds are insufficient to cover expenses. Work with department leaders and finance staff to resolve budget questions before invoices are processed. Assist in ensuring that recurring expenses, vendor contracts, and new obligations are properly budgeted. Support finance leadership by identifying spending trends, budget concerns, and unanticipated expenses. Credit Card Reconciliations Oversee credit card reconciliation processes. Ensure credit card transactions are supported by receipts, business purposes, approvals, and proper coding. Follow up on missing documentation or unresolved credit card charges. Monitor credit card activity for timeliness, accuracy, and compliance with internal policies. Support improvements to the credit card reconciliation process to reduce delays and improve accountability. Staff Supervision & Development Supervise, train, and support accounts payable staff. Assign work, monitor workload, and ensure AP responsibilities are completed accurately and timely. Provide guidance and feedback to staff on invoice processing, coding, vendor management, documentation, and reconciliation procedures. Support cross‑training and backup coverage within the accounts payable function. Promote professional development, accountability, and consistent performance within the AP team. Provide oversight to staff accountants or other team members who support AP processing on a part‑time basis. Process Improvement & Internal Controls Review current AP workflows and identify opportunities to improve efficiency, accuracy, and timeliness. Develop and document standard AP procedures. Recommend improvements to invoice routing, approval workflows, payment scheduling, credit card reconciliations, and vendor communication. Strengthen internal controls over invoice approvals, vendor setup, payment processing, expense coding, and documentation retention. Help reduce processing delays, duplicate payments, coding errors, and incomplete submissions. Support system enhancements and process changes related to Avid, Financial Edge, Power Plan, Euna, or other finance platforms. Vendor Management Serve as a primary point of contact for vendor payment inquiries. Maintain positive and professional vendor relationships. Ensure vendor records are accurate and complete. Coordinate with departments to resolve invoice disputes, missing invoices, payment status questions, or coding issues. Support timely vendor payments while ensuring all internal documentation and approval requirements are met. Reporting & Operational Oversight Track AP performance, outstanding obligations, payment timing, unresolved invoices, and workflow bottlenecks. Provide reports and updates to finance leadership as requested. Identify recurring issues in AP processing and recommend corrective actions. Support month‑end and year‑end close by ensuring invoices are recorded in the proper period. Assist with accruals, prepaid expense identification, and AP‑related audit schedules as needed. Provide leadership with clear visibility into AP activity, outstanding liabilities, and departmental compliance. Required Qualifications Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred. Minimum of 5 years of accounts payable, accounting, or finance operations experience preferred. Prior supervisory or team lead experience preferred. Experience processing AP across multiple entities, departments, or funds preferred. Strong understanding of invoice coding, approvals, expense classification, payment processing, and vendor documentation. Experience with accounting and AP workflow systems preferred. Experience with Financial Edge, Avid Exchange, Power Plan, Euna, or similar systems preferred. Strong Microsoft Excel and general technology skills. Required Skills And Competencies Strong attention to detail and accuracy. Strong organizational and follow‑through skills. Ability to manage high‑volume AP activity and competing deadlines. Strong understanding of internal controls and payment approval processes. Ability to identify missing documentation, coding errors, budget concerns, and process gaps. Strong communication skills with vendors, departments, and finance leadership. Ability to supervise, train, and support staff. Professional judgment and ability to escalate issues appropriately. Reliability, initiative, and accountability. Ability to maintain confidentiality and handle sensitive financial information. The Accounts Payable Manager Is Expected To Ensure vendor payments are processed accurately, timely, and with proper documentation. Maintain strong oversight of invoice approvals, expense coding, and payment processing. Ensure expenses are properly classified and aligned with available budgets. Strengthen AP processes, controls, and reporting. Improve the timeliness and accuracy of credit card reconciliations. Provide effective supervision and support to AP staff. Proactively communicate budget concerns or documentation issues to departments. Support month‑end, year‑end, audit, and budgeting processes. Demonstrate reliability, initiative, professionalism, and strong operational ownership. #J-18808-Ljbffr