Accounts Payable Supervisor - Westminster Services, Inc.

Westminster Communities of Florida, a nationally recognized not-for-profit faith based organization is searching for an Accounts Payable Supervisor. This position is responsible for overseeing the day to day activities of the Accounts Payable operations, ensuring the accurate and timely processing of payments. This role involves collaboration with vendors, internal departments, and the finance team to manage the reconciliation, approval, and payment of invoices. The ideal candidate will demonstrate strong leadership skills, exceptional attention to detail, and the ability to manage multiple tasks in a fast-paced environment while fostering a team-oriented atmosphere.

Essential Job Functions:

Invoice Processing:

• Supervise the review and verification of invoices for accuracy, completeness, and proper authorization.
• Ensure proper matching of invoices to purchase orders and receipts, overseeing correct coding and cost allocation.
• Manage the entry of invoices into the accounting system and ensure timely approval for payment.

Vendor Management:

• Maintain and enhance positive relationships with vendors, addressing inquiries regarding invoice status, payments, and discrepancies.
• Oversee the reconciliation of vendor statements and ensure timely resolution of any discrepancies.

Payment Processing:

• Supervise the preparation and processing of payment runs (checks, ACH, wire transfers) in accordance with company policies.
• Ensure that all payments are processed accurately and within payment terms.
• Assist in developing and implementing automated payment processes to improve efficiency.

Recordkeeping and Reconciliation:

• Ensure the maintenance of accurate records of all invoices, payments, and vendor communications.
• Assist in month-end closing processes, including the reconciliation of accounts payable balances and accruals.
• Ensure proper documentation and compliance with internal control policies.

Audit and Reporting:

• Support internal and external audits by providing necessary documentation and reports.
• Prepare and analyze accounts payable reports and metrics for management review.

Compliance:

• Ensure compliance with company policies, tax regulations, and relevant accounting standards.
• Monitor and ensure the proper application of sales tax, withholding tax, and other regulatory requirements on vendor payments.

Continuous Improvement:

• Identify opportunities for process improvements within the accounts payable function and contribute to the development of new policies and procedures.
• Assist in special projects and initiatives as needed.

Supervisory Responsibilities:

• Directly supervise accounts payable staff, providing guidance and support to ensure efficient operations and team development.

Qualifications:

Education and Experience:

Two year degree in accounting with two years experience; or, high school diploma with four years experience.

Basic Knowledge and Abilities:

Must possess strong management abilities including planning, organizing, motivating and leading. Requires knowledge of computerized accounting systems with spreadsheet and ten-key proficiency. Must possess good language / communication skills including the ability to handle complaints / objections and resolve conflicts; ability to instruct one-on-one and small groups and good telephone skills required,. Good mathematical ability including calculating rates and percentages. High degree of teamwork and flexibility are essential.