Accounts Payable Supervisor

Title: Accounts Payable Supervisor
Location: Costa Mesa, CA 92626
Duration: 6-12 Months Approx.
Hours: M-F, 40 hours/week (8:00 AM to 5:00 PM)
 
**Contractor will be assisting current AP Supervisor with volume of work as well as various AP related projects**
 
COMPLETE DESCRIPTION:
 
Knowledge of full cycle accounts payable. Responsibility for daily operations of the department. Ability to multi-task in accounts payable. Heavy phone use and ability to work with numerous vendors and troubleshoot within the department. The AP Supervisor must be able to monitor vendor statements on a monthly basis. Management experience of this position is 3-5 years. Strong communications is required for this job.
 
ACCOUNTS PAYABLE PROCEDURES:
 
·         Maintains a neat and organized filing system within work area for easy accessibility
·         Maintains current knowledge of departmental updates, Policy & Procedures and informs staff timely
·         Ability to prioritize and multi-task in order to meet deadlines and/or special projects
·         Utilizes computer technology (i.e. Excel, Outlook, etc.) to improve the AP processes
·         Demonstrates a willingness to learn new procedures and readily accepts new responsibilities 
·         Participates as a team player and contributes to the overall success of the department
·         Informs manager of all unresolved issues or potential problems in a timely manner
·         Upholds confidentiality in all work related areas (documentation and system access)
·         Reviews items billed process verifying the invoices amount, quantity, freight, sales/use tax are consistent with Purchase Order
·         Verifies AP invoices and check requests have proper signature approval, coded correctly to the GL and booked to the proper accounting period
·         Interacts effectively with all levels and handles accounting issues professionally 
 
ACCOUNTS PAYABLE SUPERVISOR:
 
·         Reports timely the monthly AP Invoice Productivity and Discrepancy count
·         Review AP Transactions on a daily basis to ensure accurate Sales/Use Tax Accounting
·         Reconciles cost messages on MA60 and ability to process credit memos related to a cost message
·         Manages daily operations of AP Staff to ensure timely payment processing of Hoag vendor accounts
·         Evaluates staff performance efficiently and on an ongoing basis including performance reviews
·         Delegates responsibilities appropriately and provide back up to AP Supervisor in her absence 
·         Maintain effective communications of staff by holding staff meetings and system/procedure training where necessary. Resolve staff issues/conflicts in a professional manner
·         Process weekly check runs and voids for Hoag, NIC and Newport Lido and perform period end AP close for same companies
·         Review and enter Vendor Maintenance information to ensure they are in compliance with IRS and State guidelines 
·         Processes and reports timely the orders to withhold personal income tax which is generation by the Franchise Tax Board of California
·         Prepares quarterly analysis of CERFS Use Tax timely
·         Review AP Invoice Distribution Report daily and correct errors on AP Distribution to ensure accurate AP reporting
·         Review and correct staff time and attendance weekly
 
REQUIRED: 
 
·         College graduate or equivalent and a minimum of 3-4 years’ experience in accounts payable, preferably in a Hospital environment.
·         Working knowledge of mainframe accounts payable systems and Software 2000
·         MS Office Experience required: (Excel, Word, 10 key by touch)
·         God written and oral communication, interpersonal skills, organization ability and ability to follow instructions.

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