AP Supervisor

The Accounts Payable Department analyzes, processes, distributes, and reports on vendor invoices and internal reimbursement payments for CCC faculty, staff, and students. In addition, Accounts Payable is responsible for ensuring that District Funds are disbursed accurately, timely, and in accordance with CCC policies and procedures.

PRIMARY OBJECTIVE

Reporting to the Director-Accounts Payable, The Accounts Payable Supervisor
oversees the day-to-day operations of the Accounts Payable (AP) department and provides direct supervision of staff engaged in the auditing and processing of invoices and expense reimbursement transactions. The position is responsible for assigning and monitoring workflow, ensuring compliance with applicable regulations and established policies and procedures, investigating and resolving operational issues, and supporting the accurate and timely processing of travel, tuition, and other employee reimbursements as well as vendor payments.

Working in a fast-paced, team-oriented environment, the Accounts Payable Supervisor works closely with the Director to implement departmental procedures, support process improvements, and ensure high levels of customer service to vendors and internal stakeholders. The position assists in maintaining continuity of departmental operations during the Directors absence and performs related duties as required.

ESSENTIAL DUTIES

Oversees daily workflow to ensure the efficient auditing of invoices, review and processing of expense reimbursement requests, and the disbursement of payments.

Monitors AP staff work processes to ensure payment disbursements are appropriately supported, accurate, timely, and approved in compliance with procedures and vendor contract requirements.

Ensures adherence to policies and procedures for the proper and timely submission of documentation for expense reimbursement including tuition, professional development, and travel.

Oversees vendor disbursements for accuracy and timeliness of payments; reviews and monitors payments for compliance with vendor contracts; maintains working relationships with vendors.

Conducts regular staff meetings to review work productivity and functions, addresses complaints, and resolves problems and issues.

Responds to questions and problems escalated from AP staff to ensure professional, accurate, and timely resolution of issues.

Participates in the review and processing of AP transactions and support documentation, including payments, authorizations, check requests, and invoice transactions.

Works with management and HR staff in the interviewing and hiring of staff; evaluates and appraises staff performance; addresses performance issues; and implements disciplinary actions as needed.

Trains and provides ongoing coaching to AP staff on work processes; creates a work environment that is constructive and contributes to an atmosphere of effectiveness, engagement, and open communication.

Provides guidance and training on AP processes and travel and expense reimbursement procedures to staff in colleges Business Offices, district Business Managers, and various departments.

Serves as a liaison to vendors and to college and district level staff in various departments to resolve escalated issues and problems.

Assists the Director-Accounts Payable in monitoring departmental operations, identifying workflow challenges, and implementing process improvements to enhance service, accuracy, and efficiency.

Assists in maintaining departmental procedures and internal controls to support compliance with applicable regulations, audit requirements, and CCC policies.

Works with OIT and systems support staff on updating and maintaining functionalities of People Soft AP and travel and expense reimbursement modules, including testing and implementing new or updated system processes and improvements.

Reviews and prepares weekly check runs to ensure accuracy of all payments disbursed to vendors.

Updates and oversees the updating of vendor information and banking details within PR financial database.

Assists in the month-end closing and reconciliation. Reviews monthly banking financial statements (PNC) and investigates variances.

Serves as final approver of invoices and the key point of contact for Concur Travel Services vendor for travel reimbursement requests.

Generates and reviews biweekly AP Open Liability and Vendor Hold reports for accuracy.

Contributes to the development of district-wide accounts payable related policies and procedures.

Implements improvements…