Accounts Payable Supervisor

Job description

Overview

Department: Administration

Position: Accounts Payable Supervisor

Employee Category: Non-Exempt

Reporting Relationship: Accounting Manager

Character Qualities:

Dependability: Fulfilling what I consented to do, even if it means unexpected sacrifice

Diligence: Investing all my energy to complete the tasks assigned to me

Initiative: Recognizing and doing what needs to be done before I am asked to do it

Thoroughness: Knowing what factors will diminish the effectiveness of my work or words, if neglected.

Summary of Duties and Responsibilities:

Accounts Payable supervisor is responsible for daily oversight and guidance to the Accounts Payable Team. This position will be responsible for the training, resource management and direct leadership of the Team. The primary goal of this position is to ensure timely payment of invoices and maintenance of accurate financial records in accordance with established guidelines and policies.

Responsibilities

Primary Duties and Responsibilities:

Directly oversee all Accounts Payable personnel and functions which include processing invoices, expense reports and payments. Train and coach Account Payable personnel. Ensure timely payments of all invoices and expense reports by producing a weekly check run; ensure bi-weekly payroll checks can be ran on an as needed basis. Ensure Variety Care's SOPs and policies and procedures are adhered to in the processing of transactions for payment; work with Accounting Manager to ensure that there are functioning controls in place to meet established policies and guidelines. Enforce policies and guidelines as they relate to the Accounts Payable Team. Review and approve all Accounts Payable transactions daily prior to posting in the accounting system. Ensure that all transactions are coded properly, that the appropriate documentation is attached to any request for payment, that all transactions adhere to the procurement policies and procedures, and that all transactions are filed accurately immediately after processing. Prepare, code and process the monthly credit card statement. Ensure that all charges are accompanied by the appropriate documentation. Lead efforts to resolve any outstanding disputes, discrepancies and/or credits. Ensure that all issues are resolved in a timely manner. Handle processing for returned/outstanding/voided checks. Responsible for maintaining all Accounts Payable files for accuracy and ease of use; transfer of files to storage after year-end and set up of files for new year. Continuously evaluate the departmental workflow and implement improvements to maintain a balanced work-load amongst staff to improve accuracy and efficiency. Create and implement measurable metrics to monitor departmental performance. Identify costs savings to Variety Care through thorough invoice analysis. Work with the Accounting Manager to coordinate the monthly/quarterly/yearly AP accounting close. Prepare and submit the monthly accrual entry to the Accounting Manager. Perform assigned monthly reconciliations. Perform the yearly 1099 process for AP; perform quarterly review of vendor accounts to ensure 1099 transaction types are accurate and in compliance with tax guidelines. Performs miscellaneous accounting and clerical functions as directed by the Accounting Manager and/or Comptroller. Perform designated tasks of Accounting Manager in their absence as directed by Comptroller. Act as key contact within the company to answer questions, resolve issues, and ensure invoices are paid in a timely and accurate manner (including contact with other departments as needed). Assist in audits by providing reconciliations, documentation and schedules requested by auditor. Conducts physical petty cash and cash drawer count at clinics periodically. Assists with process of handling all monetary transactions, documenting and balancing daily intake from all locations, entering all monetary transactions in ledgers and reconciling reports; preparing bank deposits and takes them to the bank as needed. Perform clerical duties such as errands, mail, filing and scheduling. Follow proper procedures to assure adherence to HIPAA and Variety Care Privacy policy. Support Variety Care's accreditation as a Patient Centered Medical Home and our commitment to provide care to all Variety patients that is Safe, Effective, Patient Centered, Timely, Efficient, and Equitable. Provide leadership and work with all staff to achieve the goals of the "Triple Aim" of healthcare reform-to improve the experience of care, improve health outcomes, and decrease healthcare costs. Other duties as assigned.

Qualifications

Requirements, Special Skills or Knowledge:

Bachelor's degree in Accounting or related field. At least three years of accounts payable required. Ability to utilize an automated accounting system. Ability to understand and interpret vendor invoices, statements, and other requests for payment. Ability to process computer data and to format and generate reports. Must possess strong communication, interpersonal and leadership skills. Proficient in Excel, building/producing spreadsheets, charts, etc. Ability to analyze and solve problems. Knowledge of purchase orders and related accounts payable documentation.

ADA Requirements:

Must be able to lift 25 pounds Must be able to sit for extended periods of time. Must have excellent concentration ability.