Accounts Payable Supervisor

Internal Job Title: Accounting Supervisor

External Job Title: Accounts Payable Supervisor

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted, each employee may be expected to perform other jobs from time to time.

 

SUMMARY:

Under the direction of the Accounting Manager, the Accounting Supervisor is responsible for the daily activities of the Accounts Payable (AP) team, supervising Accounts Receivable (AR), supervising the MTS Purchasing Card Program (P-Card), and is responsible for all required Federal and State filings.  This position requires a hands-on leader with a strong understanding of accounting principles and the procure-to-pay cycle.

 

EXAMPLES OF DUTIES:

Essential Functions

Accounts Payable (AP)

• Oversees a team of three AP Accounting Assistants who process over 500 documents a week including both Purchase Order (PO) and Non-PO based invoices.
• Completes the final review in SAP workflow for non-PO based invoices to verify General Ledger (GL) coding is correct.
• Reviews weekly ACH batches and checks runs for accuracy which average around 200 payments.
• Monitors invoice discrepancies to ensure they are resolved timely with Procurement, Stores, project managers, and vendors.
• Responsible for the accurate set up of customers and vendors in SAP, including proper 1099 designation and collecting forms required by the State of California.
• Monitors the goods receipt/invoice clearing account to ensure invoices are being received and processed timely.
• Monitors the blocked invoice report and researches both price and quantity discrepancies.

Accounts Receivable (AR)

• Supervises accounts receivable and provides direction to the staff as needed.
• Reviews all request for invoices (RFI) prior to posting to ensure the general ledger coding is correct.
• Reviews all cash receipt batches for general ledger accuracy.
• Reviews the aging reports monthly for both SAP and SAGE to ensure timely payments by customers.
• Responsible for the monthly Bus Rapid Transit (BRT) reconciliation and invoicing to SANDAG for station and operating expenses.
• Works closely with the assignment office to invoice external agencies when their projects require MTS flagging services near our trolley lines.

Miscellaneous

• Responsible for 1099 Reporting, Use Tax reporting, CNG and Propane Tax Returns, and CA 592 reporting.
• Provides direct oversight of the MTS P-Card program ensuring that card holders and approvers abide by the agency’s P-Card Policy. Works closely with card holders to ensure transactions are approved timely and processed in SAP.
• Provides excellent and timely service to all MTS Departments requesting financial information.
• Interacts with the external auditors by assembling information for the auditors and assisting with annual audit field work.
• Maintains the Finance Procedure Manual as well as training documents related to SAP and PRONTO.
• Works closely with the Controller, Assistant Controller, Accounting Manager and Accountants on current projects and meeting department deadlines.

Duties May Include, But Are Not Limited To, The Following:

• Performs other duties as assigned.

 

QUALIFICATIONS:

Knowledge, Skills and Abilities

Sound understanding of accounting principles, experience with accounts payable, specifically three-way matching; knowledge of or ability to learn, understand and apply all of the MTS policies and regulations, as well as union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively using tact and diplomacy in both interpersonal and small group situations both internally and with external contacts; exceptional organizational, prioritization and multitasking skills to ensure deadlines are met; skill in verifying the accuracy and completeness of form