POS ACCOUNTS PAYABLE SUPERVISOR

Department: Finance and Administration

Reports To: POS Accounting Manager

Classification: Full-Time, Management Confidential, Exempt

Starting Salary: $82,592.64 - $92,503.76/annually

+ $200 monthly bilingual stipend (if applicable)

Full Salary Scale: $82,592.64 - $98,389.86 (E2)

Work Location: Santa Barbara

Job Summary : Working under the direction of the POS Accounting Manager, the POS Accounts Payable Supervisor is responsible for managing a variety of accounting functions related to Purchase of Services (POS) accounts payable including but not limited to authorization verification, vendor payments and adjustments, audits, analysis, data report generation, regulatory compliance and special projects. Provides backup for POS Accounting Manager as needed. A member of TCRC's Leadership Team.

Primary Functions (may perform all of some of these duties):
• Ensure accurate and timely POS accounts payable functions through direct work and supervision of accounting staff who perform monthly accounts payable duties such as distributing submitted invoices to staff; generating invoices for service providers; checking for accuracy, documentation and approvals; and completing POS check runs (electronically and by check) to service providers.
• Assist with and supervise all aspects of electronic billing - to include generating invoices, downloading e-bills, organizing distribution to vendors, uploading files upon receipt, reconciling to Certification Letters, uploading invoices from our transportation broker, and verifying that the invoices provided by the transportation vendors are supported by the approvals from the transportation broker.
• Assist with and supervise all aspects of Web billing - to include generating invoices, deleting and re-creating invoices as needed, and training vendors to use the e-Billing system and the Service Provider Portal.
• Oversee the distribution, collection and verification of completeness and accuracy of enrollment forms for e-Billing system, Service Provider Portal and direct deposit as well as data entry into the system.
• Oversee the process to complete POS monthly check runs - to include reconciling all postings to cash requirements report, printing checks and EFTs, transmitting to the bank, and filing reports in binders.
• Follow up with service providers regarding requests for additional invoices and/or corrections to billings and the issuing of vendor refunds, as necessary.
• Participate with auditors, managers and staff in external CPA and DDS audits as well as assist with internal audits. Maintain internal controls as specified in the audits.
• Assist in resolving any vendor payment issues. Send correspondence as needed.
• Manage the processing of IRS tax levies.
• Provide backup for the other Accounting Assistant positions and for all daily functions in POS department as needed.
• Monitor staff work and evaluate performance. Ensure work by accounting staff meets established state and internal control standards.
• Work closely with accounting staff on SANDIS issues related to authorization and vendor payment discrepancies.
• Oversee the Parental Verification Form process and periodically review staff work and forms.
• Oversee IHSS tracking for SLS and periodically review staff work.
• Process various rate changes for service providers, as requested.
• Run various queries, analyze data, follow up with staff and reconcile as needed.
• Troubleshoot issues on the Service Provider Portal, working with third party programmer if needed.
• Manage the annual fiscal year end "Rollover" process, including but not limited to generating review lists for SCs, verifying information, running Rollover program in UFS, and generating reports for authorization.
• Participate in reviewing and revising various accounting policies and procedures, and maintain a POS Job Notebook.
• Work on various special projects as requested by the POS Accounting Manager, Controller and CFO.
• Research and keep current on accounting standards, best practices, policies and procedures.
• Travel may be required to other TCRC offices, vendor locations and other Regional Centers.
• Other duties as assigned.

Knowledge, Abilities, and Other Skills Required:

Knowledge of accounting principles and procedures, best practices for business and/or non-profit organizations, analysis, internal controls, reporting, auditing, project management, regulations and policies, procedure implementation, staff supervision and training, computerized accounting and database systems, intermediate to advanced Excel, Word, e-mail and accounting software.

Ability to:
• Manage a team towards successful outcomes.
• Apply accounting and auditing principles and procedures in the work performed.
• Analyze data and draw sound conclusions.
• Analyze situations accurately and adopt an effective course of action.
• Prepare clear, complete, concise written and financial reports.
• Speak and write effectively.
• Read and interpret legal regulations and contractual agreements.
• Develop plans and manage projects using project management techniques.
• Exercise independent judgment.
• Communicate with respect and professionalism.
• Understand authority, who needs to be involved in decision making and seek appropriate approvals.
• Work effectively with a variety of different people and at all levels in and outside the organization. Create win-win solutions. Team player.
• Work efficiently and handle multiple projects and tasks concurrently.
• Think ahead, minimizing potential problems. Proactive in identifying areas to improve.
• Solve difficult problems. Make a systematic effort over time to find information in order to overcome obstacles or resolve a problem.
• Take initiative to learn new systems and stay current in area of expertise.
• Develop network of key contacts and builds strong relationships to support job functions.

Other Skills:
• Strong math, analytical and problem-solving skills.
• Strong computer skills including accounting software, Excel (intermediate), Word, online billing/payment systems, electronic signature programs, cloud file storage (such as BOX, Dropbox, etc.), email.
• Excellent organizational, tracking and planning skills.
• Successful and timely management of complex projects.
• Positive and responsive attitude.
• Excellent interpersonal and customer service skills.

Minimum Qualifications:

Possession of a Bachelor's Degree AND five (5) years of accounting experience, plus two (2) years in a supervisory role of accounting staff in a non-profit, government or business organization.

Physical Requirements:

Position requires the ability to work independently. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. This is primarily a sedentary office classification. The position also requires grasping, repetitive hand movement, finger dexterity and fine coordination in preparing statistical reports and data using a computer keyboard and calculator.

Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer. Hearing and speech are required to communicate in person, before groups and over the telephone.

Employees must possess the ability to lift, carry, push and pull materials and objects necessary to perform job functions. The employee must frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. The position requires standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Work is performed in an office setting with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may encounter upset individuals over the phone and/or in person. Each of these physical tasks is an essential function of the position.