POSITION SUMMARY

The Accounts Payable (AP) Manager leads the day-to-day operations of the accounts payable function, ensuring the accurate, timely, and compliant processing of invoices, payments, expense reports, and vendor transactions. This role is responsible for maintaining strong internal controls, delivering high-quality service to internal and external stakeholders, and driving continuous improvement in AP processes and systems. The Manager supervises and develops Accounts Payable staff, oversees the full invoice-to-payment lifecycle, resolves escalated issues, supports audit and tax reporting requirements, and partners across the organization to improve efficiency, compliance, and vendor service.

ESSENTIAL RESPONSIBILITIES

Accounts Payable Operations

• Oversee end-to-end accounts payable operations, including invoice processing, payment runs, expense report administration, and related disbursement activities.
• Actively manages the AP shared inbox to ensure timely routing of invoices, response to vendor inquiries, and resolution of internal payment-related requests.
• Ensure invoices and disbursements are processed accurately, timely, and in accordance with organizational policies, internal controls, and applicable regulatory requirements.
• Develop, maintain, and enforce accounts payable policies, procedures, and standard operating practices.
• Coordinate with branch campuses and internal stakeholders to support timely, accurate, and consistent invoice processing across locations.
• Responsible for the preparation and execution of vendor payments, including check and ACH disbursements, in accordance with established schedules and controls.
• Review unpaid invoices, cleared payment inquiries, and check/ACH void activity to ensure accurate records and compliance with organizational policies and procedures.
• Prepare and maintain AP-related reports and supporting schedules for reconciliations, audit support, month-end activities, and management review.
• Ensure accounts payable records and documentation are complete, organized, and maintained in accordance with record retention and audit readiness requirements.

Vendor Management

• Develop and maintain effective working relationships with vendors and suppliers to support responsive service and timely issue resolution.
• Resolve escalated vendor issues, payment discrepancies, and disputes in a timely, professional, and service-oriented manner.
• Partner with Purchasing and other internal stakeholders to maintain accurate vendor records, including validation of banking information and required tax documentation.
• Oversee monitoring of vendor portals to ensure timely retrieval of invoices, statements, and other required documentation.

Compliance and Internal Controls

• Implement and monitor internal controls designed to safeguard organizational assets and help prevent and detect fraud.
• Ensure compliance with applicable tax regulations, including 1099 reporting and related documentation requirements.
• Support internal and external audits by providing documentation, responding to inquiries, and assisting with the resolution of audit-related issues as needed.
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