AP Supervisor

Description

Job Summary: This position is crossed-trained across all Accounts Payable functions. Plays a critical role in high-volume invoice processing, ERP and OCR system optimization, vendor invoice repository development, audit support, and process improvement initiatives, including the implementation and optimization of ExFlow OCR within Microsoft Dynamics 365 Finance & Operations.

Essential Duties & Responsibilities

1. Backup for Team Leader- when necessary. Will assist in Tasks Team leader does in times of Team Leader’s absence.
2. Process biweekly check and ACH payments proposals.
3. Administrator for Truist P-card and Voyager Cards, assigned to employees, which includes assisting with any issues.
4. Process invoices for payment for assigned vendor accounts in the database. Verify accuracy by matching purchase orders received in D365.
5. Processing of IT approved invoices by Executive Vice President.
6. Process Inmate Programs & Training check requests weekly for inmate release assistance.
7. Assist in month end close on P Cards by uploading in General Journal in D365.
8. Serve as a senior operational resource and backup to the AP Manager, supporting continuity of AP operations.
9. Process high-volume vendor invoices (approximately 21,00-25,00 annually), using Microsoft Dynamics 365 Finance & Operations and ExFlow OCR.
10. Support the implementation, configuration, and ongoing optimization of ExFlow to include establishing and maintaining a centralized vendor invoice repository.
11. Upload and process freight invoices using the established workflow with IT and ShipLima.
12. Research and resolve vendor invoice discrepancies, payment issues, and historical invoice requests.
13. Assist with month end and year end close activities related to Accounts Payable.
14. Support annual audit activities, including preparation of schedules, reconciliations, and responses to auditor requests.
15. Maintain effective communication with vendors and internal stakeholders to ensure timely and accurate payment processing.
16. Participate in process documentation, internal control support, and continuous improvement initiatives within the Accounts Payable function.
17. Provide visibility and reporting to the Chief Financial Officer on AP process health, risks, and improvement opportunities as requested.

Requirements

Education and Experience: Minimum: Associate’s degree in Accounting, Finance, or related field. A Bachelor’s degree is preferred. Candidates should possess five to ten years of progressive Accounts Payable experience, including demonstrated success in a high volume AP environment. Previous experience in a senior, lead, or supervisory Accounts Payable role is preferred. Familiarity with Microsoft Dynamics 365 Finance & Operations is a plus, as is prior experience supporting or managing collections activities.

Language Skills: Must have strong written and verbal communicate skills.

Mathematical Skills: Must have strong mathematical skills with the ability to perform accurate calculations, analyze numerical data, and apply financial formulas.

Reasoning Ability: Ability to demonstrate strong analytical and logical reasoning skills to interpret financial data, resolve variances, and make sound decisions while effectively prioritizing work and applying accounting principles across multiple projects.

Specialized Knowledge and/or Skill: Intermediate proficiency in Microsoft Excel, the Microsoft Office Suite, Adobe applications for PDF review and manipulation, and Copilot. Experience with Microsoft Dynamics 365 Finance & Operations or a comparable ERP system is preferred, along with familiarity using OCR based invoice processing systems, with ExFlow experience considered a strong plus. The role also requires working knowledge of ACH and check processing, Positive Pay, vendor invoice research and document retention, and general ledger account reconciliations.

Other Skills and Abilities: Detail oriented, strong initiative and resourcefulness. Excellent interpersonal and communication skills at all levels of management. Able to manage competing priorities in a deadline driven environment. Ability to work independently or collaboratively. Well organized, self-motivated problem solver.