Accounts Payable Workflow Lead

The Accounts Payable Workflow Lead supports the daily execution of invoice-to-payment operations within Procurement Services. This role focuses on coordinating day-to-day workflow, prioritizing work, and removing operational barriers to ensure invoices movie efficiently from receipt through readiness for payment.

This position is a senior individual contributor role and does not include formal supervisory responsibilities. The role serves as the first point of escalation for operational Accounts Payable matters and partners closely with the Accounts Payable Manager to maintain service levels, reduce risk, and support operational stability during a period of process and payment transformation.

Position Purpose

The Accounts Payable Workflow Lead ensures the daily flow of invoices from intake through readiness for payment by:

• Monitoring work queues and backlog
• Coordinating workload across processors
• Routing issues and exceptions quickly
• Serving as the first escalation point for operational AP matters

This role allows the AP manager to focus on strategy, vendor partnerships, performance management, and process improvement while ensuring the day-to-day operation runs smoothly.

Key Responsibilities

Daily Workflow and Queue Management

• Monitor invoice queues and workload across Accounts Payable operations
• Assign and prioritize work to ensure timely processing and adherence to service expectations
• Identify bottlenecks and proactively rebalance workload to maintain throughput
• Support month-end and fiscal year-end processing by coordinating workload and priorities

Invoice to Pay Coordination

• Coordinate the movement of invoices from intake through readiness for payment
• Track and follow up on match exceptions and approval delays
• Ensure invoices are prepared and ready for timely payment in accordance with payment terms
• Partner with the Payments team to ensure smooth handoff from invoice processing to payment execution

Operational Escalations & Vendor Support

• Serve as the first point of escalation for operational AP issues as escalated from AP staff
• Communicate with suppliers and internal stakeholders regarding invoice and payment status
• Resolve routine operational issues before escalation to management
• Identify recurring issues and recommend process improvements
• Ensure knowledge sharing & empowerment of production teams over time, decreasing escalations as feasible

Process Consistency & Continuous Improvement

• Develop and maintain structured knowledge resources, including process guides, decision trees, and operational playbooks to support consistent problem resolution
• Identify recurring operational issues and build repeatable frameworks that enable processors to resolve common challenges independently
• Create foundational documentation that reduces unnecessary escalation and increases team confidence in navigating complex scenarios
• Promote a culture of operational ownership by equipping production staff with tools and reference materials to support informed decision making
• Partner with the AP Manager to identify trends in escalations and design preventative workflow guidance.

Required Qualifications

• Bachelor's degree or equivalent experience
• Significant experience in Accounts Payable, Procure-to-Pay, or financial operations
• Demonstrated experience coordinating workflow or leading complex operational processes
• Strong organization & problem solving skills
• Excellent written and verbal communication skills - experience in presentations & public speaking
• Ability to manage multiple priorities in a fast-paced environment

Preferred Qualifications

• Experience in higher education or large, complex organizations
• Experience working with ERP or procure-to-pay systems (e.g. Workday)
• Experience supporting process improvement or operational change initiatives
• Experience service as an escalation point for operational issues

Compensation range of from $60k to $70 per year based on education, experience, and certifications.

There is an expectation that this individual will be on-premise in Charlottesville at least 2 days per week.

This position will remain open until filled. This is a 2 year term-limited restricted position. This is an exempt level, benefited…