Accounts Payable Supervisor

Title: Accounts Payable Supervisor

State Role Title: Financial Services Spec II

Hiring Range: $68,312 - $111,007

Pay Band: 5

Agency: VA Dept of Transportation

Location: Central Office, Richmond, Virginia

Agency Website:  https://www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) is excited to offer and announce a competitive opportunity to serve as an Accounts Payable Supervisor in our Central Office Fiscal Division. This position is located in Richmond, Virginia.

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to professionalism, at the Virginia Department of Transportation, we have something for you.

The selected candidate will supervise the accounts payable team, ensuring the timely and accurate processing of invoices, payments, and vendor communications. They will oversee the VDOT voucher process, ensuring efficient and effective handling, and delivering timely support to both internal and external customers. Key responsibilities include processing vouchers, resolving reporting concerns, conducting due diligence checks, and identifying potential duplicate payments. The candidate will ensure all tasks are executed with precision and a strong attention to detail.

Additional duties will include, but are not limited to:

Manage Special Non-Routine Events: Address complex inquiries that require detailed analysis and coordination with multiple parties, including those related to special and expedited payments. Oversee the preparation and review of reports related to accounts payable. Identify discrepancies and ensure compliance with state and federal regulations and VDOT policies. Additionally, review exemption reports to maintain accuracy and adherence to applicable policies.

Liaison: Serve as liaison to district and division offices for policies and procedures.

Reporting and Communication: Effectively coordinate and prepare responses to inquiries from both internal and external entities, including billed parties, VDOT divisions and districts, insurance companies, Department of Accounts and the Department of Taxation.

System Maintenance: Develop, implement and assist in maintaining Cardinal and other accounts payable system applications.

Ensure Compliance: Monitor updates to IRS and federal guidelines to ensure ongoing compliance. Negotiate audit assessments and oversee the timely and accurate update of VDOT data and systems as required for compliance. Conduct regular and special reviews of various payment types to ensure adherence to regulations. Take appropriate action on special orders and ensure compliance with Prompt Pay and ARMICS requirements. Collaborate with the Fiscal Analysis and Develop team to refine and enhance Cardinal processes, leveraging system edits and controls to improve compliance.

Develop and Manage Standard Accounts Payable Operations: Collaborate with multiple divisions to gather necessary information and address special requirements related to land acquisition payments. Analyze financial data to assess the effectiveness and efficiency of associated policies and procedures, including ARMICS compliance. Evaluate VDOT's prompt payment performance, providing recommendations for improvements and corrective actions. Identify and resolve issues related to pending payment files, ensuring timely processing. Review batch releases, status updates, and cash balances to verify adequate funding for payments. Oversee the development and maintenance of the Cardinal system, ensuring it aligns with operational needs. Document comprehensive procedures and continuously assess methods for enhancing operational efficiency and effectiveness.

Administrative Duties: Plan, implement and coordinate special projects, including staff and other resources. Provide updates and training in administrative policies and procedures. Interpret laws, policies, and regulations for administrative areas and develop procedures.

Staff Development and Training: Deliver comprehensive training, technical support, a