Accounts Payable Manager

JOB SUMMARY:

The Accounts Payable Manager is a hands-on working manager responsible for the performance and control of the Accounts Payable function in a high-volume manufacturing environment. The position leads a three-person team, personally processes approximately 50% of the company's roughly 1,000 monthly invoices, and works across two AP platforms and Epicor ERP. The Manager owns daily AP operations, staff performance, cash forecasting, vendor controls, fraud prevention, 1099 reporting, prepaids, companywide expense accruals, payment processes, and AP-related month-end close activities.


POSITION RESPONSIBILITIES:

• Lead and manage daily Accounts Payable operations, including invoice intake, coding, approvals, three-way matching, and posting of PO and non-PO invoices across two AP platforms and Epicor ERP.

• Personally process approximately 50% of the department's invoice volume while balancing management, control, and month-end responsibilities.

• Manage the Accounts Payable Specialist and entry-level Accounts Payable employee; establish priorities, distribute work, monitor performance, and provide training, coaching, and development.

• Own AP approval procedures and workflows within the AP platforms and Epicor, including invoice posting, payment posting, exception resolution, and compliance with established approval limits.

• Manage ACH, check, and wire payment cycles, including payment preparation, review, posting, check register maintenance, voids, stop payments, returned payments, and payment exceptions.

• Submit approved payments through online banking in accordance with company authorization and segregation-of-duties requirements.

• Prepare and own the AP cash forecast, monitor upcoming obligations, and provide payment timing and prioritization recommendations to management.

• Own supplier onboarding and inactivation, vendor master controls, supporting documentation, approval compliance, and periodic vendor data reviews.

• Maintain and strengthen fraud-prevention controls, monitor payment and vendor exceptions, and coordinate the investigation and resolution of potential issues.

• Review and reconcile the AP subledger to the general ledger, vendor statements, accrued liabilities, and cash clearing accounts.

• Calculate, prepare, review, and post prepaid expense activity, including amortization entries and monthly prepaid account reconciliations.

• Calculate, prepare, review, and post companywide expense accruals to ensure expenses are recorded completely and in the appropriate accounting period.

• Prepare and review AP-related journal entries, reconciliations, and supporting schedules for month-end close.

• Own annual 1099 reporting and support financial audits and other AP-related compliance requirements.

• Coordinate with Purchasing, Receiving, Supply Chain, Operations, and Accounting to resolve invoice, receipt, vendor, and three-way-match discrepancies.

• Lead AP automation, workflow, and process-improvement initiatives; strengthen internal controls and reduce manual work, errors, and processing delays.

• Monitor invoice aging, payment timing, cash disbursement trends, processing volume, and other AP metrics; provide regular reporting to management.

• Serve as the primary escalation point for complex supplier inquiries and AP-related issues.

POSITION REQUIREMENTS:

• Bachelor's degree in accounting, Finance, or a related field preferred; equivalent relevant experience may be considered.

• Seven or more years of progressive Accounts Payable experience, preferably in a high-volume manufacturing environment.

• Five or more years of Accounts Payable supervisory or management experience.

• Demonstrated ability to lead a small team while remaining highly involved in invoice processing and daily AP execution.

• Strong knowledge of accrual accounting, prepaid expense accounting, balance sheet reconciliations, cash forecasting, and month-end close.

• Hands-on experience with payment processing, online banking, vendor master controls, fraud prevention, and 1099 reporting.

• Experience with ERP systems; Epicor ERP experience is strongly preferred.

• Experience with AP automation and electronic payment platforms, including Tipalti, Brex, or similar systems.

• Advanced Excel skills for reconciliations and reporting, including pivot tables and lookup functions; Power Query experience is a plus.

• Strong leadership, communication, analytical, organizational, and problem-solving skills.

• Ability to operate independently, manage competing priorities, and make sound decisions with limited guidance.

QUALIFICATIONS:

Education Requirements: Bachelor's degree in accounting, Finance, or a related field preferred, with seven (7) or more years of progressive Accounts Payable experience, including five (5) or more years of supervisory or management experience. Equivalent relevant experience may be considered.


Other Competency Requirements Include:

• Effective Communications: Exceptional listening, verbal, and written communication skills are required for the Accounts Payable Manager role, including communication with suppliers, banking partners, auditors, and internal management.

• Ability to develop strong working relationships with RHC employees, suppliers, and banking partners.

• The position regularly needs to collaborate with department leaders, managers and their team members, and suppliers, to understand the needs of Purchasing, Receiving, Supply Chain, Operations, and Accounting.

• Creativity: Creativity allows the Accounts Payable Manager to create ways to improve processes, systems, and communications, including AP automation and workflow improvements that reduce manual work and processing delays.

• Analytical Skills: The position is often involved in the research and reporting of AP metrics, reconciliations, cash forecasts, and data used to analyze invoice aging, payment timing, and processing volume.

• Project Management: The position is often involved with multiple projects at one time. The ability to organize details and complete projects in a timely manner is crucial in this position. Pays attention to their colleagues' workflow and anticipates the supplies and tools they need.

• Time Management: Completes daily tasks, prioritizes, and meets deadlines. Maintains productivity to keep payment cycles and month-end close on schedule.

• Technical Skills: Proficiency with ERP systems (Epicor preferred), AP automation and electronic payment platforms such as Tipalti or Brex, online banking systems, and advanced Excel, including pivot tables and lookup functions.

SUPERVISORY RESPONSIBILITIES:

Accounts Payable Specialist and entry-level Accounts Payable employee. One (1) direct report currently, growing to up to three (3) direct reports.


WORK CONTACTS:

This position is in contact with purchasing, receiving, supply chain, operations, accounting and finance, human resources, and administrative personnel, as well as executive management, suppliers, banking partners, and external auditors.


PHYSICAL EFFORT:

This position may occasionally be required to lift up to 25lbs. Must be able to remain in a stationary position at 75%. Position needs to occasionally move about inside the office to access file cabinets, office equipment, and throughout production plant etc. Constantly operates a computer and other office productivity machinery, such as a copy machine, fax, scanner, and computer printer. The person in this position frequently communicates with staff and management; therefore, he/she must be able to exchange accurate information in these situations. Reasonable accommodations will be made for disabled professionals.


SAFETY:

Must be able to perform this job safely without endangering the health or safety of self or others. Mus be able to read safety manuals and implement safety procedures.