Accounts Payable Supervisor

Essential Functions

• Affords support to other staff regarding required procedures of assigned functions (e.g. school site personnel, a variety of outside parties, etc.) for the purpose of providing support for completing transactions, identifying appropriate actions and/or complying with established financial procedures.
• Affords support to auditors for the purpose of providing supporting documentation and/or information on internal processes required for audit.
• Communicates with a variety of internal and external parties (e.g. city agencies, vendors, secretaries, and other District personnel, etc.) for the purpose of gathering and communicating information for the accurate processing of accounts payable.
• Develops an appropriate system of internal controls for the purpose of ensuring that district assets are properly safeguarded and that the accounting records and reports are accurate and complete.
• Informs personnel regarding a variety of accounting procedures for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with established fiscal guidelines, and processing accounts payable transactions.
• Maintains a variety of financial information, files and records (e.g. accounts payable, purchase orders, historical archives, vendor information, contracts, fixed assets, etc.) for the purpose of ensuring the availability of documentation and an up to date reference and audit trail for compliance with established policies and regulatory guidelines.
• Participates in a variety of meetings (e.g. unit meetings, in-service training, workshops, etc.) for the purpose of conveying and/or gathering information required to perform functions.
• Prepares and files a variety of reports, written materials, and electronic financial information (e.g. assigned accounts payable, fixed assets, virtual mastercards, bank positive pay ledger maintenance, 1099's with the IRS, and unclaimed property with the state, etc.) for the purpose of processing payments and documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.
• Prepares a variety of reports, written materials, and electronic financial information (e.g. assigned accounts payable, fixed assets, virtual mastercards, bank positive pay ledger maintenance, 1099's with the IRS, and unclaimed property with the state, etc.) for the purpose of providing written support and/or conveying information in compliance with district and state guidelines.
• Processes payments to vendors for the purpose of ensuring the accurate account balance and efficient operations in accordance with District policies and procedures as well as URS and IRS rules and regulations.
• Recommends policies, procedures and/or actions on issues that relate to accounting functions for the purpose of providing direction and/or making decisions for the District.
• Reconciles a variety of financial data (e.g. vendor statements, bank account reconciliations, accounts payable transactions, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Researches discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, payments, etc.) for the purpose of ensuring the accuracy of accounts payable vouchers and complying with established regulatory requirements, securing general information for planning, taking appropriate actions and/or responding to requests and adhering to established procedures prior to processing.
• Responds to a variety of inquiries from a variety of sources (e.g. District employees, vendors, auditors, etc.) for the purpose of providing necessary information for making decisions, assisting employees/vendors, taking appropriate action that will efficiently resolve the issue.
• Reviews a variety of documents and requests (e.g. invoices, purchase orders, mileage/reimbursement/travel requests, etc.) for the purpose of determining any discrepancies and taking corrective action as indicated.
• Supervises accounts payable functions and other assigned accounting activities for the purpose of ensuring the accuracy and compliance of financial operations with district, state and generally accepted accounting practices.
• Supervises accounts payable staff and performs personnel administrative functions (e.g. screening, interviewing, recommending, training, evaluating, etc.) for the purpose of maintaining necessary staffing, enhancing productivity of staff, and ensuring necessary department/program outcomes are achieved.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements

• Skills, Knowledge And Abilities:
  • Operating standard office equipment using pertinent software applications;
  • Performing accounting procedures;
  • Planning and managing projects;
  • Preparing and maintaining accurate records.
• Knowledge:
  • Principles of accounting and auditing;
  • General governmental accounting practices;
  • Standard office practices and procedures;
  • Pertinent codes, policies, regulations and/or laws.
• Ability:
  • Scheduling activities, meetings, and/or events;
  • Gathering, collating, and/or classifying data;
  • Facilitating group discussions;
  • Using basic, job-related equipment.

Responsibilities

• Working under limited supervision using standardized practices and/or methods;
• Directing other persons within a department, large work unit, and/or across several small work units;
• Monitoring budget expenditures.

Work Environment

• The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
• This job is performed in a generally clean and healthy environment.