Accounts Payable Supervisor

Position Summary: Supervises accounts payable (A/P) and performs the processes necessary to pay and record transactions with Community Action Partnership of San Luis Obispo Co.
Inc.
(CAPSLO) vendors, independent contractors, employees and clients.
The position is a “hands-on” supervisor who will ensure these processes include timely and accurate data entry of invoices, efficient processing of check runs/electronic payments, and expense posting.
Ensures the efficient performance of vendor reconciliations and reconciles various accounting reports, vendor statements, and account balances in accordance with established departmental policies and procedures.
Provides administrative support to agency programs, creditors, employees and clients.
Understands and ensures compliance with standards and procedures for the proper functioning of internal controls.
Supports CAPSLO’s mission by ensuring accounts payable performs at the highest level so families and individuals can be served in the community appropriately and effectively.
Required Education and Experience: • Bachelor’s Degree in a related field and five years of experience in accounts payable or similar position.
• One year of supervisory or lead role experience required.
• Must have knowledge of general accounting and office procedures.
An understanding of internal controls, both detective and preventive is required.
License & Certifications: • Must have dependable, insured transportation, a valid California Driver’s License (mileage reimbursed) and acceptable driving record.
• A DMV printout and proof of insurance will be required.
Supervisor Responsibilities: • Oversees the performance of A/P specialists in carrying out their job descriptions.
• Provides mentoring, training, counseling and feedback to the staff in the areas of their job responsibilities.
If necessary, will follow-up with disciplinary action.
• Reviews account reconciliations performed by specialists.
Checks for outstanding balances, unreconciled differences, aged invoices and outstanding balances.
• Prepares performance evaluations of specialists as required by agency’s policy.
• Prepares reports and summaries of A/P activities as requested by Supervisor.
• Prepares and processes wage garnishments issued to CAPSLO independent contractors by the EDD.
• Assists during audit time periods with data collection, worksheet preparation and addressing audit concerns.
• Brings unusual transactions and account activity to the attention of management.
• Establishes and maintains a system of “self-audit” on all the activities of the A/P department; filing, vouchers, data entry, vendors, voids, reissuances, payments, etc.
• Assists in revision, formulation and implementation of accounting or fiscal management systems and procedures.
• Responsible for ongoing specialists’ training and education in job responsibilities.
• Oversees proper functioning of A/P software and reports any concerns.
Performs monthly and annual reconciliation of A/P to the General Ledger.
• Prepares reports, analyzes and organizes any data requested by Supervisor.
Accounts Payable Responsibilities: • Performs routine accuracy checking of invoices and agreement of the voucher to supporting documentation, including purchase orders and contractual agreements.
• Timely and accurate Data entry of accounts payable vouchers into the accounting software in accordance with established policies and procedures.
• Processes vendor disbursements via ACH, credit card and check payments in a timely and accurate manner.
• Works closely with the bank reconciliation staff, with on-going communication about outstanding checks, voids and reissuances; ensures that payments are cashed in accordance with established policies and procedures.
• Processes employee travel requests, reconciliations and reimbursements, and resolves concerns, assuring employee reports are prepared and submitted within established policies and procedures.
• Processes and analyzes expenses as required on employee petty cash reconciliation forms and requests for petty cash reimbursements.
• Responds to requests for account inquiries and other information; resolves vendor/staff differences in a professional manner.
• Identifies errors and makes corrections in accordance with established policies and procedures.
Self-monitoring is expected to assure accuracy and validity of data.
• Organizes and maintains check registers, cash requirements and aged trial balances.
• Maintains agency lease files and abstracts.
Sets up and pays recurring monthly expenses.
Files sub-contractor agreements and ensures cross checks against proposed payments for compliance with contract terms.
• Process and maintain childcare provider payment records so they are easily accessible upon request.
All records are stored with import files and vouchers that support payments.
• Runs cash requirement reports to determine cash needs and unpaid vendors in accordance to AP schedule.
• Reconciles vendor statements to assure accuracy of payments.
• Posts accounts payable transactions to the General Ledger; balances and posts A/P vouchers in accordance with established policies and procedures.
• Reconciles monthly payment activity including outstanding and voided checks.
Verifies that all voided checks have been appropriately entered into the A/P system.
Other Responsibilities: • Must be available during audit time periods.
• Must maintain a respectful and cooperative working relationship with creditors and staff.
• Must be available to attend trainings and maintain on-going education-related job responsibilities as requested by supervisor.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.
As a supervisor, must assure all direct reports understand their role in accomplishing the above and must role model our “Core Values” in the performance of their duties.
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
• Performs other duties as assigned.
Knowledge, Skills and Abilities: Knowledge: • Must have knowledge of general accounting and office procedures.
• Must have basic knowledge of computerized accounts payable systems and the ability to input data quickly and accurately as well as troubleshoot system errors and work with software support in resolving issues.
Skills: • Must have strong math skills and the ability to detect invoice errors.
Abilities: • Must be able to operate a variety of office machines, including a computer, calculator, printer and copier and have intermediate knowledge of software such as excel and word.
• Must be able to work with supervision as well as independently.
• Must be able to understand as well as communicate both verbal and written directions.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
Supervisory Responsibility: • This position has supervisory responsibilities for the Accounts Payable staff.
Work Environment: • Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Physical: • Position requires intermittent sitting, standing, walking, twisting, and bending.
• Must be able to lift 30 pounds.
• Simple grasping and hand manipulation required, as well as reaching above and below shoulder level.
Travel: • Occasional travel for out of county training or conferences.
Additional Eligibility Qualifications: • Must be at least 18 years of age by date of hire.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or have a signed declination form.
• Based on program, a current TB skin test/Chest X-Ray may be required.
• Employment is contingent upon meeting all applicable job requirements and background requirements.
A criminal history clearance is required prior to employment.
• Upon hire, agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment.
Agency staff will check the website annually to ensure all program staff are cleared to work.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with or without notice.
Reasonable Accommodations: I have read and understand the Essential Functions of this position, including the Responsibilities and Duties.
I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice.
I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position.
I can perform these with or without reasonable accommodation.
Benefits & Perks: Stay Healthy! • Keep yourself healthy with our comprehensive Medical, Dental, Vision and Life Insurance plans (Did we mention we pay your monthly premium at 100% if you are full time, YES…100 %!) • Keep your family healthy with the same comprehensive Medical, Dental, Vision available for you to purchase! • Address everyday concerns with access to our Employee Assistance Program for you and your family.
• Get involved with company-sponsored monthly wellness challenges! Be Financially Fit! • Save for your future by enrolling into our retirement plan with generous company matches after 6 month.
• Set aside pre-tax dollars to cover medical or child care expenses through our Flexible Spending Plans.
• Utilize Discounts from our partners (reduced rates for pet insurance, cell phone services, car rentals and more).
Take time for you! • Relax, recharge, and reconnect with friends and family or plan your get away for a few days while using your vacation time awarded to you every pay period! • Relax when you are sick, rest assured you are covered by your awesome team and accrued paid sick time! • Enjoy the holidays! You get 13 of them…PAID! Have fun at work! • Celebrate birthdays and anniversaries with your team! • Join one of our committees and meet employees across the agency.
• Rock your CAPSLO provided hats, t-shirts, sweaters and more! • Be you!