Accounts Payable Manager

Position Summary

The Accounts Payable (AP) Manager leads the day-to-day operations of the accounts payable function, ensuring the accurate, timely, and compliant processing of invoices, payments, expense reports, and vendor transactions. This role is responsible for maintaining strong internal controls, delivering high-quality service to internal and external stakeholders, and driving continuous improvement in AP processes and systems.

Essential Responsibilities

• Oversee end-to-end accounts payable operations, including invoice processing, payment runs, expense report administration, and related disbursement activities.
• Actively manages the AP shared inbox to ensure timely routing of invoices, response to vendor inquiries, and resolution of internal payment-related requests.
• Ensure invoices and disbursements are processed accurately, timely, and in accordance with organizational policies, internal controls, and applicable regulatory requirements.
• Develop, maintain, and enforce accounts payable policies, procedures, and standard operating practices.
• Carefully coordinate with branch campuses and internal stakeholders to support timely, accurate, and consistent invoice processing across locations.
• Responsible for the preparation and execution of vendor payments, including check and ACH disbursements, in accordance with established schedules and controls.
• Review unpaid invoices, cleared payment inquiries, and check/ACH void activity to ensure accurate records and compliance with organizational policies and procedures.
• Prepare and maintain AP-related reports and supporting schedules for reconciliations, audit support, month-end activities, and management review.
• Ensure accounts payable records and documentation are complete, organized, and maintained in accordance with record retention and audit readiness requirements.
• Develop and maintain effective working relationships with vendors and suppliers to support responsive service and timely issue resolution.
• Resolve escalated vendor issues, payment discrepancies, and disputes in a timely, professional, and service-oriented manner.
• Partner with Purchasing and other internal stakeholders to maintain accurate vendor records, including validation of banking information and required tax documentation.
• Oversee monitoring of vendor portals to ensure timely retrieval of invoices, statements, and other required documentation.
• Implement and monitor internal controls designed to safeguard organizational assets and help prevent and detect fraud.
• Support internal and external audits by providing documentation, responding to inquiries, and assisting with the resolution of audit-related issues as needed.
• Identify process gaps, control weaknesses, and service inefficiencies, and recommend practical improvements.
• Identify opportunities to automate workflows, improve efficiency, and reduce manual effort within the accounts payable function.
• Leverage AP automation tools, ERP capabilities, and related technologies to streamline workflows, strengthen controls, and improve visibility into AP activity.
• Stay current on accounting regulations, emerging technologies, and best practices in accounts payable management to support continuous improvement.
• Supervise, coach, and develop Accounts Payable staff while ensuring timely and accurate completion of daily responsibilities.
• Provide training and ongoing guidance on systems, workflows, internal controls, and compliance requirements.
• Promote a culture of collaboration, accountability, customer service, and continuous improvement within the AP team.
• Assign and prioritize team workload, monitor quality and service levels, and support cross-training and coverage within the AP function.
• Build and maintain effective working relationships with managers, department staff, students, vendors, and other members of the public.

Education & Experience

• REQUIRED QUALIFICATIONS: Associate’s degree in accounting, finance, business, or a relevant field of study, equivalent relevant work experience may be considered in lieu of degree. Five (5) or more years progressive accounts payable experience with significant hands-on responsibilities in an enterprise resource planning (ERP)-based environment.
• PREFERRED QUALIFICATIONS: One (1) or more years of experience leading, supervising, or formally coordinating the work of others. Experience with Oracle Accounts Payable and/or other enterprise ERP systems.

Skills

• Demonstrated knowledge of full-cycle accounts payable processes, including invoice processing, payments, reconciliations, and reporting.
• Exceptional attention to detail and the ability to manage a high volume of transactions accurately under deadlines.
• Strong interpersonal, organizational, and teamwork skills, with the ability to adapt, remain dependable, and manage multiple priorities in a fast-paced environment.
• Demonstrated commitment to responsive service for internal and external stakeholders, with sound judgment regarding when issues should be escalated and when they can be resolved independently.
• Able to exercise sound judgment and handle sensitive matters with a high degree of confidentiality and professionalism.
• Excellent written, verbal, and interpersonal communication skills.
• Strong computer proficiency, including effective use of Microsoft Office applications such as Word, Excel, Outlook, and Teams.