Accounts Payable Manager

Position Summary

The Accounts Payable Manager is responsible for managing the accounts payable function across all entities, ensuring vendor payments are processed accurately, timely, properly documented, appropriately approved, correctly classified, and aligned with available budgets. This position oversees the full accounts payable workflow, including invoice processing, payment preparation, vendor communication, credit card reconciliations, expense coding, budget compliance review, and AP reporting.

The Accounts Payable Manager supervises AP staff, supports process improvement, strengthens internal controls, and works closely with departments to ensure expenses are properly authorized and budgeted before payment. The role requires strong attention to detail, operational discipline, leadership, and the ability to manage high‑volume AP activity across multiple entities. Responsibilities are based on manager‑level duties and include AP oversight across all entities, supervision of staff, payment accuracy and timeliness, budget compliance, credit card reconciliations, and process improvement.

• Manage the accounts payable process across all entities.
• Ensure invoices and payment requests are processed accurately and timely.
• Review invoices for proper documentation, approval, vendor information, expense classification, and budget availability.
• Ensure expenses are coded correctly by entity, department, account, fund, program, and natural/functional classification, as applicable.
• Oversee the preparation and processing of vendor payments, including checks, ACH payments, electronic payments, and other approved payment methods.
• Monitor payment deadlines to avoid late fees, service interruptions, duplicate payments, or missed obligations.
• Ensure accounts payable activity is recorded in the proper accounting period.
• Review aged payables, outstanding invoices, and unresolved vendor items on a regular basis.

• Ensure all expenses are properly supported, approved, and documented before payment.
• Verify compliance with internal approval policies, budget requirements, and accounting procedures.
• Follow up with departments for missing approvals, incomplete documentation, or unclear business purposes.
• Ensure proper treatment of expenses under natural and functional classifications.
• Maintain organized AP records and supporting documentation for audit and internal review.
• Identify and escalate unusual, unsupported, over‑budget, or non‑compliant payment requests.

• Review AP transactions for budget availability before payment or escalation.
• Use budgeting systems, including Power Plan and Euna, to support budget compliance.
• Proactively notify departments when budgeted funds are insufficient to cover expenses.
• Work with department leaders and finance staff to resolve budget questions before invoices are processed.
• Assist in ensuring that recurring expenses, vendor contracts, and new obligations are properly budgeted.
• Support finance leadership by identifying spending trends, budget concerns, and unanticipated expenses.

• Oversee credit card reconciliation processes.
• Ensure credit card transactions are supported by receipts, business purposes, approvals, and proper coding.
• Follow up on missing documentation or unresolved credit card charges.
• Monitor credit card activity for timeliness, accuracy, and compliance with internal policies.
• Support improvements to the credit card reconciliation process to reduce delays and improve accountability.

• Supervise, train, and support accounts payable staff.
• Assign work, monitor workload, and ensure AP responsibilities are completed accurately and timely.
• Provide guidance and feedback to staff on invoice processing, coding, vendor management, documentation, and reconciliation procedures.
• Support cross‑training and backup coverage within the accounts payable function.
• Promote professional development, accountability, and consistent performance within the AP team.
• Provide oversight to staff accountants or other team members who support AP…