AP Supervisor

Job Description

Job Description

The Role:

The Accounts Payable Supervisor will oversee the Accounts Payable department, which processes 2,800 to 3,000 invoices per month across 3 entities, including employee expense reports. The role will ensure timely payments of company invoices and provide support and guidance to the team. This role involves collaboration with the Accounts Payable Manager and other financial leaders to maintain efficient operations and uphold high performance standards in financial processes.

Opportunity Highlights:

• Opportunity to take on increasing level of leadership, working initially as an individual contributor, but ultimately taking on direct reports, including an AP Lead and 3 AP Reps.
• Play a key role in a company mission that will transform and improve a healthcare system in need of evolution and improved accessibility.
• Enjoy a flexible, straight forward, open-door management style. Work hard but also enjoy balance and camaraderie in a culture comprising down-to-earth people, no-drama attitudes, and a team mindset.

Key Performance Metrics & Objectives:

• Take ownership of the weekly check run and distribution process, collaborating across departments to ensure proper documentation and approvals for 3 entities, including joint ventures.
• Manage, maintain, and deliver AP aging reports to management. Work in-depth in Excel, using pivot tables and other advanced features, and fixing errors as needed.
• Produce more detailed AP projections and reports when requested by leadership .
• Once fully trained and able to manage the full AP cycle within 6 to 12 months, take on direct reports and provide them with direction, management, mentoring, and development.

  Core Day-to-Day Accountabilities:

• Oversee and ensure the smooth running of the Accounts Payable department as well as provide day-to-day support and guidance to the team.
• Assisting with the month-end closing process and reconciliation.
• Ensuring posting of all ACH bank transactions on a monthly basis.
• Involved with vendor relationship, communicate daily with them, and respond to inquiries.
• Set up vendors, enter status changes for vendors and employees.
• Provides accounting assistance to company staff, responds to financial questions/concerns to meet business needs/policies.
• Work closely with the Accounts payable manager on the weekly coordination of cash flow and back up as needed. Work with Controller/CFO when needed to step in.
• Oversee check production and disbursement through weekly check runs as well as prepare manual checks as necessary and when requested by administration as a back up to the A/P Manager.
• Voiding of any invoices and or checks.
• Assisting in recruiting staff and providing them with applicable training.
• Processing monthly rental adjustments, changes as well as payments for all locations.
• Partnering with purchasing staff ensuring contract pricing is consistent and accurate.

• Training new Clinic Managers to use our paperless scanning/approval system as well as field any questions or discrepancies.
• Assist in the planning, coordination and preparation for year-end financial audit and cleaning up aging.
• Maintain company credit cards – ordering cards, support staff with any questions, making timely payments.
• Assisting set up online access for all utility vendors.
• Supervision of Accounts Payable Representative positions, including preparation of annual performance evaluations.
• Treat patients and co-workers consistent with the Mission Statement, Vision, Values and Performance Standards.
• Perform other related duties as assigned or described in Company policy.

  Core Competencies:

• Minimum of High School diploma or equivalent.
• Minimum of 5 years of Accounts Payable experience.
• Working knowledge of Microsoft Word, Excel, and general ledger applications.
• Experience in cash and bank reconciliations pertaining to Accounts Payable.
• Strong success record managing payment relationships and communications with vendors.
• Good understanding of Accounts Payable requirements and policies, from receiving invoices through data entry to vendor payment.
• Exceptional attention to detail and able to work in a complex environment with lots of moving parts.
• Able to accept feedback with a positive attitude and incorporate it into future work.

• Nice to Have

• College graduate or equivalent in work experience.
• Great Plains ERP and/or DocuWare software experience.
• Previous AP experience in healthcare, multi-location, and/or high-transaction business model, with exposure to multiple entities and/or joint ventures and intercompany transactions.
• Supervisory experience.

  Core Company / Team Fit Characteristics:

• Independent . You think for yourself and self-motivate to deliver work on time. You take the initiative to dig deep and learn, speak up with ideas, while asking questions and for help when needed.
• Proactive Problem Solver . You are tenacious and persistent in finding answers, determining root causes of outliers, and in figuring out creative solutions to solve team or business problems.
• Positive Outlook and Sense of humor . You're looking for a team that is professional and delivers excellent work product, but all with a sense of humor and willingness to relax and have fun together.
• Flexible . You are willing to flex and roll with the punches when priorities shift or when there is a need to shift urgency to a new or different project.
• Highly Ethical . You bring integrity to everything you do and maintain the utmost confidentiality in working with sensitive data.