Accounts Payable Manager

Accounts Payable Manager 

The Arc of Greater Prince William / INSIGHT, Inc.
Salary: $65,000 - 70,000 annually
Classification: Full-Time, Exempt

Work Schedule: Monday – Friday 9:00AM – 5:00PM                                                                                                                                                                                                                                  Location: Main Office – Woodbridge, VA 22193. This position is primarily office-based. Consideration for a hybrid remote work schedule may be available following successful completion of the 120-day new employee introductory period and a satisfactory performance review, based on job performance, departmental needs, and approval by the CFO.
Reports To: Chief Financial Officer (CFO)

Position Summary

The Arc of Greater Prince William / INSIGHT, Inc. is seeking an experienced and highly organized Accounts Payable Manager to join our Accounting team.

The Accounts Payable Manager is responsible for managing key day-to-day accounting functions for The Arc and INSIGHT, including bill payments, postings, reconciliation, vendor setup and relations, management of Accounting Assistant, providing updates to CFO. 

This position manages a high volume of monthly transactions across multiple programs, properties, accounts, and financial systems and serves as an important liaison between Accounting, agency programs, vendors, and external service providers.

The ideal candidate will have strong accounting experience, exceptional attention to detail, and the ability to independently manage multiple priorities, identify discrepancies, resolve accounting issues, and ensure transactions are accurate, timely, properly documented, and consistent with agency procedures and internal controls.

Essential Duties & Responsibilities

• Manage vendor records, including W-9 documentation, payment methods, billing information, and required invoice approvals.
• Oversee the accounts payable process and ensure invoices and other financial obligations are properly reviewed, documented, approved, and processed in a timely manner.
• Process payments to vendors and utility providers through the agency's established payment systems.
• Coordinate annual vendor reporting and preparation of required 1099 information in accordance with applicable IRS requirements.
• Process property tax payments for agency-owned properties and vehicles and maintain appropriate supporting documentation.
• Maintain and oversee utility, telephone, cable, internet, and related service accounts for Arc and INSIGHT properties.
• Perform monthly bank reconciliations, including approximately 135–140 monthly transactions. Some of which include 100 lines of data individually. 
• Research and resolve discrepancies identified during account reconciliations.
• Prepare and process manual checks as necessary while maintaining appropriate documentation and approvals.
• Download and reconcile monthly Amazon purchases and prepare transaction data for upload into Sage Intacct.
• Manage client loan billing and maintain related client spreadsheets and accounting records.
• Reconcile corporate card transactions and assist with new card setup, lost or replacement cards, access issues, transaction discrepancies, and charge disputes.
• Monitor outstanding transactions and follow up with appropriate employees or departments to obtain receipts, documentation, coding, or other information necessary to complete reconciliations.
• Generate financial and transactional reports as requested by the CFO and agency leadership.
• Serve as the primary Accounting contact for First Column regarding agency internet and streaming accounts and participate in related meetings and communications.
• Provide First Column and other authorized vendors with account statements, documentation, and account information as appropriate.
• Work collaboratively with program directors, managers, and administrative staff to research and resolve billing, payment, coding, vendor, and account discrepancies.
• Maintain accurate and organized financial records and supporting documentation in accordance with agency procedures, audit requirements, and record-retention standards.
• Assist with financial audits and other reviews by gathering requested documentation and responding to questions related to assigned accounting functions.
• Identify opportunities to improve accounting workflows, documentation, accuracy, efficiency, and internal controls and make recommendations to the CFO.
• Maintain confidentiality of agency, employee, vendor, and client financial information.
• Perform other duties and special projects as assigned by the CFO.

Required Skills & Abilities

• Strong knowledge of accounts payable, billing, payment processing, bank and credit card reconciliations, and general accounting practices.
• Ability to independently manage a high volume of financial transactions while maintaining accuracy and meeting established deadlines.
• Strong analytical and problem-solving skills with the ability to identify and resolve discrepancies.
• Exceptional attention to detail and commitment to maintaining accurate financial records.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and deadlines.
• Ability to exercise sound judgment and appropriately handle confidential and sensitive financial information.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work effectively with employees at all levels of the organization as well as vendors and outside service providers.
• Proficiency with Microsoft Office, particularly Microsoft Excel.
• Ability to learn and effectively utilize multiple accounting, payment, and financial management systems.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of three years of progressively responsible accounting, accounts payable, billing, reconciliation, or related financial experience required.
• Equivalent combinations of relevant education and substantial accounting experience may be considered.
• Experience managing high-volume financial transactions and multiple accounts strongly preferred.
• Experience with Sage Intacct, Corporate Card Spend & Expense, or similar accounting and payment platforms preferred.
• Experience with nonprofit accounting and/or multi-entity accounting environments preferred.
• Experience assisting with financial audits and maintaining audit-ready documentation preferred.

The Arc of Greater Prince William / INSIGHT, Inc. offers a collaborative work environment and the opportunity to support an organization dedicated to providing quality services and opportunities for individuals with developmental disabilities. EOE