Accounts Payable Supervisor

Overview

Job Title: Accounts Payable SupervisorLocation: New York-Main OfficeDepartment: FinanceReports to: Accounting ManagerFLSA/Status: Exempt/Full-Time

 

Position Summary

The Accounts Payable Supervisor is responsible for overseeing all accounts payable and treasury-related functions for the organization, ensuring the accurate, timely, and compliant processing of vendor invoices and payments. This position supervises the Accounts Payable Coordinator and is responsible for maintaining strong internal controls, supporting month-end and year-end close activities, managing vendor relationships, monitoring payment processing workflows, and ensuring efficient use of the organization's accounts payable systems and related platforms.

 

The Accounts Payable Supervisor plays a critical role in managing a high-volume accounts payable environment, processing invoices, ensuring payment obligations are met timely, and supporting continuous process improvement initiatives across the Finance Department.

 

Responsibilities

Accounts Payable Operations

• Supervise the day-to-day activities of the Accounts Payable function and provide direct oversight of the Accounts Payable Coordinator.
• Oversee the processing of vendor invoices monthly across multiple accounts payable platforms.
• Review, approve, and ensure accurate coding and processing of vendor invoices, payment requests, ACH transactions, wire transfers, and check payments.
• Oversee weekly Self-Directed program bill payment reviews and coding.
• Monitor the AP inbox and ensure invoices are properly received, reviewed, entered, and routed through the approval workflow.
• Review invoice coding and identify potential coding discrepancies, duplicate invoices, duplicate payments, missing invoices, or unusual transactions.
• Ensure all invoices are entered accurately and routed through the appropriate approval hierarchy.
• Verify proper documentation, approvals, and supporting records prior to payment processing.
• Facilitate vendor payments and resolve invoice discrepancies, payment issues, and exceptions.
• Ensure outstanding obligations are cleared upon payment and stop-payment requests are processed when necessary.
• Release vendor payments in accordance with approved cash disbursement schedules and organizational priorities.
• Monitor payment processing to ensure critical vendors, including landlords, utilities, insurance providers, and other key service providers, are paid timely.
• Review and approve weekly payment files prior to upload into ERP and AP systems.
• Run and review payment reports to ensure all payments are successfully processed and marked paid.

 

Treasury and Cash Management

• Perform treasury-related functions including ACH, wire transfers, positive pay administration, and other banking activities.
• Deposit checks and monitor daily cash receipt activity.
• Assist with banking relationships and treasury product administration.
• Monitor outstanding checks and coordinate resolution of stale-dated and uncashed payments.
• Assist with organizational cash flow by communicating anticipated cash needs and payment timing requirements to management.

 

Vendor Management

• Establish and maintain vendor records in all applicable systems.
• Verify vendor documentation, W-9 information, banking details, and tax identification information.
• Process vendor requests related to direct deposit enrollment, address changes, banking changes, payment research, voids, reissues, and stop payments.
• Serve as escalation point for vendor inquiries and payment concerns.
• Conduct regular outreach regarding checks outstanding more than 90 days.
• Monitor recurring vendor obligations and ensure invoices are received and processed timely.
• Alert management when expected recurring invoices such as rent, utilities, insurance, leases, or service agreements have not been received.

 

Reporting, Analysis and Compliance

• Prepare and review accounts payable aging reports and analyze outstanding vendor balances.
• Monitor aged payables and recommend corrective action as necessary.
• Track and report outstanding checks and unresolved vendor issues monthly.
• Perform analysis of recurring expenditures including leases, utilities, service contracts, and other recurring obligations.
• Assist with preparation and filing of annual Forms 1099.
• Support audit requests and provide required schedules and supporting documentation.

 

Other Duties

• Attend weekly Accounts Payable and Finance Department meetings.
• Collaborate with Accounting, Treasury, Billing, Procurement, Operations, and Program teams to ensure effective financial operations.
• Perform additional duties and special projects as assigned.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or related field required; Bachelor's degree preferred.
• Minimum of 2-5 years of progressive accounts payable, treasury, or accounting experience.
• Minimum of 1 year of experience leading, supervising, training, or coordinating the work of staff preferred.
• Nonprofit accounting experience strongly preferred.
• Experience with Forms 1099, vendor compliance, bank reconciliations, ACH, and wire payments required
• Strong knowledge of accounts payable operations, internal controls, and treasury management practices.
• Proficiency with Sage Intacct, BILL.com, Concur, Coupa, Microsoft Excel, and related financial applications preferred.

 

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Knowledge of accounts payable processes, 1099 reporting, and internal controls.
• Proficiency in accounting systems and Microsoft Excel.
• Strong organizational and communication skills
• Ability to maintain confidentiality and meet deadlines.

Pay RangeUSD $80,000.00 - USD $85,000.00 /Yr.