Manager - Accounts Payable (City Controller's Office)

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Job Summary

The Manager – Accounts Payable supervises Accounts Payable staff and manages business processes and all activities within CCO Accounts Payable. The Manager - Accounts Payable has personal accountability for carrying out the work objectives of the Department, organization, and established guidelines by department leadership.

Job Description
 

Overview

The Manager-Accounts Payable plans, manages, directs, and maintains the City’s Accounts Payable system to ensure timely and accurate payments to vendors, effective recording of all transactions in the general ledger, vendor maintenance activities, 1099 reporting and administers the Procurement Card (P-Card) Program and oversees card program accounting activities.

Essential Functions

1 Manages, oversees, directs, and provides oversight to the City’s Accounts Payable team including data entry, quality review, check distribution, and payment; designs, recommends, and tests internal controls for accounts payable disbursements to safeguard against fraud, theft, or other loss.
2 Collaborates and works with other City departments and vendors to approve payments, support data entry, and monitor quality control; leads process improvement for the receipt and payment of invoices to include training both vendors and City department; develops and maintains a system to track and respond to vendor’s requests for assistance.
3 Provides hands-on oversight to all accounts payable functions including processing, financial system interfaces, reconciliation of accounts payable to the financial system, and timely compliance with local, state, and federal regulations related to all tax filings.
4 Develops and maintains automated frameworks for continuous monitoring of accounts payable disbursements to ensure that all disbursements are accurate and made in accordance with established policies and procedures; resolves discrepancies in disbursement or payment activities, maintains accounting systems and ledgers, and cancels and reissues lost checks.
5 Reviews outstanding checks or rejected payments to vendors on a weekly basis; leads, manages, and supports reconciliation of all accounts and statements of major vendors on a monthly basis.
6 Maintains strict confidentiality of vendor, employee, payroll, regulatory, and other sensitive information obtained in the scope of employment.
7 Develops systems and programs for motivating, evaluating, and developing staff to help them achieve their individual goals, collectively achieve the department’s mission, and foster leadership development throughout the organization.
8 Assigns, establishes, monitors, and reviews productivity and quality of work of subordinate managers and supervisors using data analytics; supports training and professional development for accounting personnel.
9 Responsible for the development and maintenance of accounts payable metrics for reporting to the Government Performance Financial Management committee.
10 Administers card program activities, including card issuance and closure, user setup and maintenance.
11 Administers control activities for card spending limits, single transaction limits, and MCC restrictions.
12 Oversees internal control compliance with approval requirements.
13 Monitors processes for employee change notifications for new and terminated employees and card account updates, as required.
14 Oversees the record retention process of the P-Card transaction documents.
15 Follows up to ensure timely expense submissions by cardholders.
16 Oversees and initiates timely processing of monthly transactions.
17 Handles security issues, such as fraud, compromised accounts, and lost/stolen accounts, by working with the cardholder and the P-Card financial institution.
18 Defines metrics and reporting processes, tracks and analyzes P-Card program statistics, identifies trends, and makes recommendations for program enhancements.
19 Partners with A/P, Purchasing, and other internal departments to identify top Vendors/Suppliers to implement into the procurement card program to maximize spend captured and m