Accounts Payable Supervisor

Job description

Accounts Payable Supervisor Looking to build your career in an exciting industry and a growing world-class organization? Come see why so many of our team members recommend us to their friends! Who are we? Rentokil is a family of companies in North America. We pride ourselves on being a trusted partner to many of the world's leading brands across industries as diverse as manufacturing, distribution, retail, food service, and hospitality. We are extremely proud of our legacy of excellence and constantly work to enhance the value and impact of our services. What do our Accounts Payable Supervisors do? The Accounts Payable Supervisor works with all levels of the accounts payable team, principally overseeing the validation, processing, and filing of invoices and payments. The supervisor ensures that all processes and procedures are completed accurately, timely, and have been properly documented, coded and approved by the authorizing personnel prior to completion, in order to ensure payments are disbursed in a timely fashion. They will also work with individuals at all levels of the company, including management and executive level personnel who must authorize payments. A supervisor will also work with vendors and customers, and is the first point of contact for internal and external stakeholders for escalations, in the absence of the department manager/head. Responsibilities include, but are not limited to; Supervises the Accounts Payable Department through the efficient payment of all supplier accounts. Assigns various Accounts Payable Department job functions, for example: Supervising and training Accounts Payable staff in the performance of standards and routine accounting, cash control, special assignments, and other related duties. To include the accumulation, posting and preparation of data for reports or documentation. May delegate daily work assignments based on own knowledge of department priorities. • Directing and/or assisting in the performance of tasks when required. Reviewing work productivity of Accounts Payable Department to ensure accuracy and Completeness. Providing technical assistance and training to Accounts Payable staff. Maintaining a current listing of the Accounts Payable Department job functions and staff assigned to each duty. Conducting the annual performance appraisal of all Accounts Payable staff. Using tact and diplomacy when performing all duties Answer inquiries from all internal and external stakeholders, and research discrepancies Process, send and research checks, recording transactions on internal systems Analyze, prioritize, code and pay invoices, managing vendor or supplier expectations Make timely and accurate payments for vouchers (check run), ACH and T&E reimbursements Process payment batches - RTS, Main run, ACH, Manual payments for Rentokil North America and all its affiliate companies. Review and obtain all authorization and required approval for journal batches Issue all voids in banking system (JPMorgan) and internal ERP finance application (Navision) in order to enter corresponding credit memos for voucher removal or reversal Review and post rent journals and process monthly payments as needed • Review and approve required purchase journal uploads (i.e. Utility upload, AP Sweep, Consolidated supplier master bill upload files, A/R customer refunds etc.) Void/resolve all unclaimed property checks with GL team Initiate and resolve all outstanding banking issues with JPMorgan- ACH reversal, electronic file transfer issues, forged/unauthorized endorsements research Resolve ACH returns, Positive Pay exception review and resolve for all companies Required to support and train all accounts payable processor and clerk roles as needed or as assigned by department head Assist in ad hoc accounts payable functions and tasks as assigned by department head, to include but are not limited to answering phone calls, addressing emails, invoice processing, mailing of checks etc. Support geographically dispersed groups of colleagues, managers, executive members etc. Possess superior organizational and communication skills Able to work independently with minimal direct supervision Identify problems or potential problems and develop solutions with limited assistance Computing and analyzing financial data to maintain accurate records of expenditures through Accounts Payable, for example: Ensuring correct processing and timely payment of invoices in conjunction with other Accounts Payable staff. Ensuring expenditures through Accounts Payable are reasonable by referring any questions to the Manager of Finance for budget explanation of any questionable items before posting. Balancing and reconciling accounts on a monthly basis and adjusting and correcting opening and closing entries including Accounts Payable monthly and year-end accruals. Sorting and distributing Accounts Payable mail, verifying account information, recording vendor number on invoices, highlighting invoice number, date and amount for ease in future verification/processing. Preparing, processing and/or follow up of supporting documentation for Invoices/Credits. Ensuring that appropriate Supervisors code and authorize their invoices in a timely manner. Running pay proposal and supervising all payment runs, verifying the accuracy of the proposal and ensuring necessary attachments are provided. Ensuring all Accounts Payable payables are printed on a timely basis using cash management as a prerequisite. Ensuring all EFT's are processed properly and deposited by the scheduled date. Ensuring all approvals are received for each pay proposal and payment run. Requesting the setup of new vendors, as required, through the Help Desk and employees at the Board level, including verifying trade vendor bank information. Importing all Accounts Payable Upload files, prepared by both the Supervisor and clerks, ensuring accuracy. Entering all disbursement vouchers and other miscellaneous payments. Reversing documents as necessary, pertaining to payments being reversed. Posting corrections as needed. Processing general ledger account adjustments as required for Accounts Payable, such as re-allocating invoices to correct accounts. Preparing analysis of accounts as required. Preparing Accounts Payable accruals at month end and ensuring all other accruals are complete. Answering queries from all vendors regarding problems with invoices or payment of them. Directing all calls from vendors to appropriate party to solve problems as they arise. Corresponding with vendors regarding problems with invoices, as required. Ensuring supplier statements are reconciled to invoices on a timely basis. Ensuring current and previous years Accounts Payable files are in a neat and tidy order and are stored properly. Ordering and maintaining Accounts Payable supplies. Setting work schedules for Accounts Payable staff. Preparing reports and performs other duties for the Finance Department as requested. Assisting auditors when Accounts Payable information is required during audits. Meeting deadlines, as required. Backfilling for other Accounts Payable staff, as required. Performs other related duties as required by the department manager What do you need? High School Diploma or GED 4 Year degree from an accredited university - Required Bachelor's Degree - Finance or Accounting - Required Five + year of Industry experience Fluency in Microsoft Office Suite of program with emphasis on fluency in Excel Database Fluency in Spanish or French - preferred Must pass pre-employment background screen and drug test Must possess a valid driver's license and pass motor vehicle record search Why Choose Rentokil? A career with Rentokil is exactly that - a professional trajectory filled with opportunity. We pride ourselves on being a world class team that rewards high performance. We offer competitive pay on a bi-weekly pay schedule and many of our roles offer incentives based on performance and providing exceptional customer experience. Below you'll find information about some of what Rentokil North America has to offer. All Full-Time Colleagues qualify for the following and Part-Time Colleagues qualify for most benefits when they meet certain criteria. Professional and Personal Growth: Robust Paid Training & Professional Development Path Opportunity to grow - We love to promote from within! Fantastic Tuition Reimbursement benefits & Scholarship Programs (for FT Colleagues) Wellness: Excellent Health benefits including Medical, Dental, Vision, and Life Insurance Access to Flexible Spending Accounts for Healthcare or Dependent Care Expenses Outstanding Company-Paid Short Term Disability Access to Long-Term Disability Insurance Wellness Reimbursement Program Employee Assistance Program that offers services such as free counseling services, will preparation, discounts to health clubs, and other benefits Company-paid sick time Savings & Retirement: 401(k) retirement plan with highly-competitive company-matching contributions Holiday Savings Club option with company-matching funds Employee Discounts (includes many offerings, including cellular/mobile service, health clubs, and more) Work-Life Balance: Vacation Days & sick days Company-Paid Holidays & Floating Holidays We are looking for individuals who want to make a difference where our customers live and work. Is that you? We are Proudly an Equal Opportunity Employer! EOE AA M/F/Vet/Disability Link to Federal employment poster: Pay Transparency Nondiscrimination Provision