Accounts Payable Manager

Accounts Payable Manager

Since 1974, Wittenbach has been a leading provider of innovative cash automation and security solutions for financial institutions. Our commitment to customer satisfaction and delivering results has driven our growth. With over 200 highly trained service professionals throughout our service area, we ensure rapid response to our customer's service needs. The corporate office is in Sparks, Maryland along with regional operations in Hunt Valley, MD, Coatesville, PA and Charlotte, NC. Our Sales and Service footprint spans the Mid-West and East Coast.

To direct the accounts payable function by implementing efficient payment cycles, ensuring strict adherence to internal financial controls, and optimizing vendor relationships to support the organization's overall financial health and operational continuity.

Management of the P2P Cycle: The AP Manager ensures that the workflow from the moment a purchase is authorized to the moment the cash leaves the bank is seamless.

• Invoice Processing: Overseeing the receipt, coding, and posting of all accounts payable invoices.
• The Three-Way Match: Implementing and enforcing a "Three-Way Match" system to ensure the company only pays for what was ordered and received.
• Dispute Resolution: Serving as the escalation point when there are significant discrepancies between a vendor's invoice and the company's records.

Financial Controls & Fraud Prevention: The AP Manager is the primary defense against internal and external financial leaks.

• Internal Audit: Regularly auditing the vendor master file to ensure there are no "ghost vendors" or duplicate entries.
• Signature Authority: Ensuring all payments comply with the company's Delegation of Authority (DOA)—meaning the right people approved the spend based on its dollar value.
• Payment Security: Managing secure payment methods (ACH, Wire, Check) and ensuring dual-control procedures (where one person prepares the payment and another approves it).

Cash Flow & Reporting

The AP Manager provides the data that allows the CFO or Asst Controller to understand the company's liquidity.

• Aged Payables Analysis: Reviewing the "Aging Report" weekly to identify overdue bills and prioritize payments.
• Cash Forecasting: Predicting how much cash will be needed in the next 30, 60, and 90 days to cover upcoming obligations.
• Month-End Closing: Reconciling the AP sub-ledger to the General Ledger (GL) and ensuring all accruals (expenses incurred but not yet invoiced) are recorded correctly.

Vendor Relationship Management

Maintaining the company's reputation in the marketplace is a key strategic duty.

• Terms Negotiation: Partnering with Procurement to negotiate better payment terms (e.g., moving from "Net 30" to "Net 60") or taking advantage of early payment discounts (e.g., 2% discount if paid within 10 days).
• Credit Standing: Ensuring timely payments to maintain a strong corporate credit rating with bureaus.

Compliance & Tax Reporting

• 1099 Reporting: Ensuring all W-9 forms are collected from vendors and managing the annual 1099-NEC/MISC filing process with the IRS.
• Sales & Use Tax: Verifying that the correct amount of tax is being paid on invoices or self-accruing use tax when a vendor fails to charge it.

Team Leadership & Systems

• Staff Supervision: Hiring, training, and managing the performance of AP Clerks and Specialists.
• ERP Optimization: Acting as the "Super User" for the accounting software (Navision) to automate manual tasks and improve efficiency.

Requirements

Education & Experience:

Education Requirements

• Bachelor's degree in Business Administration, preferred.
• Associate degree in Accounting may be acceptable if paired with extensive progressive experience (typically 7+ years).
• Success in this role requires a firm grasp of General Ledger (GL) accounting , specifically in Accounts Payable and Expense.

Professional Experience

• Total Experience: 5 to 7 years in full-cycle Accounts Payable.
• Supervisory Experience: 2+ years of direct management.
• ERP-Specific Experience: Navision , a candidate with 3+ years of experience in Microsoft Dynamics NAV or Business, preferred.
• Proficient understanding how to manage dimensions, post batches, and run aging reports specifically within the business.

Scope of Accountability:

Number of Direct Reports: 2

Environmental and Physical Demands:

1. Physical Demands

While the role doesn't require heavy lifting, it does require high levels of "micro-physical" endurance:

• Prolonged Stationary Work: The majority of the day (80-90%) is spent sitting or standing at a desk, requiring the ability to maintain focus while reviewing digital ledgers.
• Visual Acuity: High demand for "near vision" to read small print on invoices, verify line-item data in Navision, and detect discrepancies in digital documents.
• Manual Dexterity: Constant use of a keyboard and 10-key numeric pad for data verification, batch approvals, and navigating ERP shortcuts.
• Occasional Lifting: The ability to lift up to 15–20 lbs (e.g., boxes of paper invoices, audit files, or tax documents for year-end archiving).

2. Environmental Factors

The work environment is typically a professional office setting, which carries its own set of sensory demands:

• High-Volume Noise: Operating in an open office or shared finance department where phone calls with vendors and team collaboration are constant.
• Repetitive Workflow: The nature of the AP cycle is cyclical (weekly payment runs, monthly closings), which requires high mental discipline to maintain accuracy during repetitive tasks.
• Ergonomic Requirements: Necessity for an ergonomic workstation setup to prevent Repetitive Strain Injuries (RSI) due to heavy mouse and keyboard usage.

3. Cognitive & Emotional Demands (Stressors)

This is often the most significant "demand" for an AP Manager:

• Deadline Pressure: Intense pressure during Month-End Close , Year-End Audit , and weekly check runs where timing is non-negotiable.
• Conflict Resolution: Managing "difficult" vendors who are calling about late payments or handling internal disputes when employees haven't followed the proper Purchase Order (PO) process.
• Extreme Attention to Detail: The mental "weight" of knowing that a single misplaced decimal point in a Navision batch can result in a significant financial loss or a duplicate payment.
• Fraud Vigilance: Constant mental alertness to "Red Flags"—such as phishing emails, altered banking details, or unauthorized vendor changes—to protect the company's assets.

The final salary offer will depend on several factors, including:

• Experience: Your level of experience in the relevant field.
• Knowledge and Skills: Your specific knowledge, skills, and abilities.
• Ability: Your demonstrated ability to perform the job duties effectively.
• Geographic Location: The location of the position can influence salary rates.

The actual salary offer may vary based on individual qualifications and circumstances.