Job Description

TITLE: Manager- A/P & Office Services

MANAGER: Controller - Manufacturing

FLSA STATUS: EXEMPT

DEPARTMENT: Finance

POSITION OVERVIEW:

Responsible for providing support to the day to day operation of the Accounts Payable/Office Services group. Proactively suggests and recommends ideas for driving process improvement and automation opportunities on an ongoing basis. Develops effective partnerships within the Finance team as well as internal customers, vendors and key business stakeholders. Supervision of a team of four.

DUTIES & RESPONSIBILITIES:

Accounts Payable:

• Process payables for payment

• Review and verify invoices and check requests

• Sort, code and match invoices and set invoices up for payment

• Prepare and process electronic transfers and payments

• Post transactions to journals, ledgers and other records

• Reconcile accounts payable transactions

• Prepare analysis of accounts

• Produce monthly reports

• Assist with month end closing

• Provide supporting documentation for audits

Provide support in the Review of Payable. (Monthly)
Review EDI issues for all EDI vendors (Daily)
Ability to perform vendor analysis for internal customers (Daily)
Correspond with vendors and respond to inquiries
Provides support to the Manager in random checking of AP session. (Daily)
Review and verify accuracy of ACH vendor payments for vendors (Weekly)
Review/submit Accounts Payable monthly reconciliations (Monthly)
Review/resolve outstanding checks on monthly reports (Monthly)
Supports the submission of 1099 taxes (analysis, keying, importing, documentation backup, processing and sending forms to vendors) and submittal of tax returns for all three companies to the IRS (Yearly)
Set up new year format in Payables system (Yearly)
Set up new vendors in Payables System (As Needed)

Supervision:

Supervise AP/Office Services employees
Manage employee issues and work performance issues as needed (Weekly)
Identify ways to streamline tasks and/or gain efficiencies for each department for upcoming year (As Needed)
Cross training of AP employees (As Needed)

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Education and Experience:

• Bachelor's degree in Accounting or related field required (equivalent working experience considered).

• A minimum of 5 - 7 years of progressive accounts payable experience.

• A minimum of 3 - 5 years experience in supervision.

• Experience with mid-range and mainframe finance systems is required or experience with finance, A/P, G/L based ERP systems. Experience with Sage a plus as systems will migrate to that platform.

Competencies & Capabilities:

• Excellent verbal, written, people, and diplomacy skills are required.

• Strong organizational, problem-solving and attention to detail skills are required.

Must be well-organized and able to coordinate multiple tasks and requests.
Verbal and written communication skills are essential.

• Ability to work independently, manage multiple projects, work under pressure, and adapt to sudden changes in the work environment.

Computer/Technical:

Ability to use all Microsoft Office software, including: Word, Excel, & PowerPoint
Ability to use Lotus Notes email and database platform.
Experience with G/L and other finance systems preferred.

This job was posted on Tue May 05 2020 and expired on Sat May 09 2020.

Minimum $20K /yr

$64K /yr Average

Maximum $157K /yr

Tasks

Operate computers programmed with accounting software to record, store, and analyze information.

Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.

Comply with federal, state, and company policies, procedures, and regulations.

Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

Receive, record, and bank cash, checks, and vouchers.

Code documents according to company procedures.

Perform financial calculations, such as amounts due, interest charges, balances, discounts, equity, and principal.

Reconcile or note and report discrepancies found in records.

Perform general office duties, such as filing, answering telephones, and handling routine correspondence.

Access computerized financial information to answer general questions as well as those related to specific accounts.

Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.

Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.

Match order forms with invoices, and record the necessary information.

Perform personal bookkeeping services.

Prepare and process payroll information.

Prepare bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending cash, checks, or other forms of payment to banks.

Compute deductions for income and social security taxes.

Calculate and prepare checks for utilities, taxes, and other payments.

Monitor status of loans and accounts to ensure that payments are up to date.

Reconcile records of bank transactions.

Compile budget data and documents, based on estimated revenues and expenses and previous budgets.

Compare computer printouts to manually maintained journals to determine if they match.

Transfer details from separate journals to general ledgers or data processing sheets.

Complete and submit tax forms and returns, workers' compensation forms, pension contribution forms, and other government documents.

Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.

Calculate costs of materials, overhead, and other expenses, based on estimates, quotations and price lists.

Prepare purchase orders and expense reports.

Prepare trial balances of books.

Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.

Maintain inventory records.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Mathematics - Using mathematics to solve problems.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Knowledge

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.