Accounts Payable Supervisor

About the Department

Supervises Accounts Payable staff and reviews and implements controls over the disbursement of County funds. Establishes procedures to ensure accurate and timely payment of accounts, record keeping, and controls over disbursements.  

Position Duties

• Hires, trains, develops, evaluates, and disciplines employees.
• Plans, coordinates, schedules, reviews, and assigns work to accountants and technicians; assists in monitoring progress and results to ensure accuracy and timely completion. 
• Audits, plans, schedules, coordinates, and supervises all accounts payable transactions for the County. 
• Oversees the issuing of payments to vendors and employees; monitors payment statues; manages voided and reissued payments; and submits “stale date” requests to supervisor after 12 months of issuance.
• Resolves problems arising from interpretation of disbursement procedures and regulations; responds payment inquiries from internal and external vendors.
• Calculates invoices to verify charges and accuracy of billing; audits invoices against purchase orders and payment packets for completeness and accuracy. 
• Audits computer entries for correctness; searches invoices to determine payment status; reconciles statements; maintains record of paid invoices and checks made for payment. 

• Reconciles encumbrance balances between and collaborates with Procurement staff to ensure accurate encumbrance balances.
• Processes manual warrants for electronic payments and records to general ledger.
• Reconciles bi-weekly payroll and prepares journal entries for general ledger; coordinates with Payroll to address issues. 
• Conducts monthly and annual reconciliation and closing procedures on accounts payable; researches and addresses issues; assists in preparing and analyzing accounts payable balances in the County’s financial statements; prepares supporting documentation for auditors; and addresses questions from auditors.
• Evaluates work processes and procedures and recommends and/or implements changes; advises staff on accounts payable policies and procedures.  
• Processes 1099s and submits to IRS annually; pre-audits 1099 information before generating 1099s; post-audits 1099s to ensure completeness and accuracy; coordinates with staff to process W-9s correctly; and advises staff regarding how to register vendors based on information provided on W-9s.

• Performs all required reporting to oversight organizations for escheated payments and Form 1099s.
• Issues and helps draft resources to provide training to County staff regarding financial transactions, accounting processes, and yearend processes.
• Assists in developing and managing the annual budget.

Knowledge/Skills:

• Knowledge of advanced accounting theory, principles, practices and their application to various accounting transactions and/or problems; and of practice in governmental/fund accounting (GAAP, GASB, FASB) and relevant accounting and budgeting standards.
• Knowledge of financial computer systems, procedures, and their use; of modern office terminology and equipment; and of supervisory and managerial and techniques.
• Ability to accurately analyze, evaluate, summarize, and compile budget, accounting, and financial data; to develop accounting and related data in preparation of reports and statements; to comprehend accounting language and documents; to operate effectively under stringent deadlines; and to exercise insight and independent judgment. 
• Ability to maintain confidentiality; to deal tactfully with controversial matters; and to communicate effectively, both verbally and in writing.
• Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment.

Minimum Qualifications

• Bachelor's degree or equivalent in Accounting, Finance, Business Administration, or related field; and 
• Four (4) years of professional work experience in accounting, finance, budgeting, or business administration, of which two (2) years must have been in a supervisory capacity.  
• Any combination of education or experience in Accounting, Finance, Budgeting or Business Administration or a closely related field totaling eight (8) years, of which at least two (2) must be in a supervisory capacity.    
• Related education and experience may be substituted at a rate of thirty (30) semester hours equal to one (1) year experience.

Other Qualifications

Working Conditions: Work is performed in an office setting.  Work schedule may include evening, weekend and irregular hours.   May be required to travel rarely.   While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; and talk or hear.  Clarity of vision at short distance is required. May lift up to 20 pounds. May be exposed to CRTs and VDTs. 

Conditions of Employment: Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.