Accounts Payable Manager

Basic Function: Administers and participates in all facets of the Agency’s accounts payable function. Directs, participates, assigns and monitors analysis and activities of workers engaged in recording payables, processing records, compiling accounts payable performance statistics, monitoring sub-contractor fund availability. Maintains accounts payable policies, posting and verifying of financial data for use in the preparation and maintenance of journal ledgers, financial statements, budgets and other statistical reports on a timely basis.

Reporting Relationship:

Reports To: CFAO

Principal Duties and Responsibilities

· Assists supervisor in planning the accounts payable requirements of the Agency.

· Performs accounting tasks, applying well-established management and accounting principles and practices to a variety of problems to include analyzing and preparing reports as required.

· Supervises the organization of accounting records and the preparation and submission of reports on the Agency’s financial operations.

· Verifies billing rates, obtaining approvals, determining proper account distribution as well as entering into the A/P system.

· Contacts staff and billing sources to clarify information when necessary.

· Assists Sr. Financial Analysts in the payment process of outstanding account payables.

· Assist in preparation for summaries, aging reports (including “red flag” issues) and communicates to the program sites as requested.

· Processes manual checks and oversees A/P filing system.

· Supervises accounts payable staff including selection, evaluation, orientation, training, and the resolution of grievances and concerns.

· Conducts and reviews account reconciliations of all related liability accounts on a monthly base and posting in the financial statements for reasonableness and compliance with accounting principles.

· Responsible for all monthly account payables performance reports for the Executive and Program Management,

· Posts account payables transactions on a weekly basis and posts all processed payroll records on a bi-weekly basis, including maintenance of the labor allocations as reflected in the approved program budgets.

· Oversees transmission of positive pay files to our bank institution on a timely basis.

· Reviews and examines staff work and output for accuracy, completeness, balance, quality and conformance to policy. Challenges unsubstantiated balances and ensures problems are resolved.

· Determines work procedures, assigns duties, work schedules, and expedites work flow.

· As needed and directed, initiates and maintains contact with agency management staff and outside individuals and organizations such as auditors and banks.

· Assists in developing, implementing and monitoring Agency financial systems, methods and procedures to improve the effectiveness and efficiency of staff.

· Maintains confidentiality of all information and adheres to the Agency’s Code of Ethics.

· * Performs complex statistical functions as necessary and as assigned

· *Performs other related duties as assigned.

* Non-essential duties

Mental/Physical Demands:

Ability to read, analyzes, and interprets general business periodicals, professional journals and technical procedures and governmental regulations. Ability to write reports, business correspondence, and procedure manuals.

Ability to effectively present information and respond to questions from groups of managers, clients, and employees.

Ability to calculate figures, rates, ratios, and amounts such as discounts, interest, commissions, proportions, percentages.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems and deal with a variety of concrete variables in situations where only limited standardization exists.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, and to use hands to operate the computer. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

Work Environment

Duties are usually performed in an office environment. While performing the duties of this job employee may occasionally be exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Specifications

· Bachelor’s degree in accounting, or related field plus five or more years of computerized general accounting experience preferably in the not-for-profit industry and at least four years of supervisory experience or an equivalent combination of education and experience. Master degree or CPA preferred.

· Thorough knowledge of accounting principles, procedures practices and laws and regulations related to accounting activities.

· Highly motivated and a self-starter.

· Strong interpersonal, organizational, planning and communication skills.

· Ability to use the computer to analyze, prepare and retrieve data, reports, and to do planning.

· Proficient with personal computer hardware and various software applications, such as fluency with Microsoft XP, NT, Word, Excel (Macro spreadsheet programs), Access, and PowerPoint is a must. Health care software knowledge is a plus. Microsoft Business Solutions – Great Plains release 10.0, including financial reporting software FRx.

· Ability to train and supervise personnel.

· Ability to develop, recommend and implement effective and defensible approaches to achieve organization goals.

· Ability to establish and maintain effective working relationships with programs, department heads, managers and outside individuals and groups as appropriate.

· Ability to interpret an extensive variety of technical information in mathematical or diagram form.

· Ability to remain composed and recommends appropriate actions under stressful conditions which may result from increased responsibilities and timetables.

· Ability and willingness to work overtime hours as required

This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk(*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.