Accounts Payable Systems Manager

The Accounts Payable System Manager leads the operations, administration and continuous improvement of the city-wide accounts payable workflow system and end-to-end vendor payment processing. Reporting to the City Auditor, the position is responsible for ensuring that the municipal vendor invoices and payments are processed in a timely, accurate, efficient, secure and compliant manner. The position serves as the primary administrator and subject matter expert for the City’s AP workflow software and oversees the integration of digital and manual processes that support invoice receipt, electronic capture, departmental approval, audit review, exception resolution, and transmission for payment.

The position works extensively with departments across the City, Information Technology, Finance, Procurement, software vendors, and other stakeholders to ensure effective system operation, strong internal controls, accurate and reliable financial data, and consistent adherence to the City’s fiscal policies and procedures. The position identifies and resolves system and workflow issues, monitors processing performance, and works collaboratively with business users to address bottlenecks, improve workflows, and strengthen operational efficiencies.

The Accounts Payable System Manager leads system-related process improvements and optimization efforts, establishes and monitors performance measures, coordinates system enhancements, upgrades, integrations, and vendor support, and ensures that system changes are effectively implemented and adopted. The position also contributes to the City’s broader financial systems modernization, automation, and continuous improvement initiatives, with a focus on leveraging technology to improve service delivery, strengthen controls, increase transparency, and enhance the overall efficiency and reliability of the City’s accounts payable operations.[KB1]

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Manage and maintain the city-wide electronic accounts payable workflow system, ensuring timely, accurate, secure, efficient, and compliant processing of vendor invoices and payments.
• Serve as the primary functional administrator and subject matter expert for the accounts payable workflow system, including configuration, routing rules, approval hierarchies, workflow logic, user roles and permissions, integrations, and related functionality.
• Oversee and continuously improve end-to-end accounts payable workflows, reducing manual intervention, improving processing efficiency, and ensuring consistent application of City-wide processes.
• Supervise assigned accounts payable staff (2 FTEs), including assigning and coordinating daily work, establishing performance expectations, managing schedules and providing guidance and support.
• Provide technical guidance, and advanced troubleshooting support to staff on automated workflow, payment processing issues and municipal compliance procedures; identify root causes and coordinate resolution.
• Optimize routing rules, approval hierarchies, and system configuration logic to eliminate internal processing bottlenecks and accelerate payment cycles across all municipal departments.
• Monitor system and workflow performance, including processing volumes, exceptions, aging, and bottlenecks. Establish and track key performance indicators (KPIs) and use system data to ensure adherence to established internal service level agreements.
• Maintain and strengthen internal…