Accounts Payable Manager

Job Description

Job Description:\n\nSummary The Accounts Payable Manager is responsible for managing the Company's accounts payable function and ensuring the accurate, timely, and properly authorized processing of vendor invoices, employee expense reimbursements, payments, and related transactions. This position oversees and participates in the full accounts payable cycle, including invoice processing, purchase order matching, approval workflows, vendor account maintenance, payment processing, account reconciliations, month-end activities, and maintenance of appropriate documentation and internal controls. The Accounts Payable Manager provides day-to-day leadership, directions to assigned Accounts Payable employees, participates in processing and works closely with Accounting, Purchasing, Supply Chain, Operations, and other departments to resolve discrepancies, improve processes, and maintain effective controls over Company disbursements. This is a hands-on management position requiring strong accounts payable knowledge, attention to detail, problem-solving skills, and the ability to manage and participate in both daily transaction volume and departmental priorities. The Accounts Payable Manager will lead the transition of a hands-on, heavily manual A/P department to AI enabled automatic 3-way match for PO invoices, automatic approval process for Non-PO service invoices and drive the current A/P processes at PCI Gases into an efficient set of next generation A/P processes that support the PCI Gases Supply Chain and other departments to accomplish company objectives. Essential Duties and Responsibilities Accounts Payable Operations · Manage and participate in the day-to-day activities of the Accounts Payable function. · Oversee the accurate and timely processing of vendor invoices, credit memos, employee expense reimbursements, and other payment requests. · Ensure invoices are appropriately supported, coded, approved, and processed in accordance with Company policies and procedures. · Oversee purchase order and non-purchase order invoice processing. · Ensure appropriate two-way and three-way matching of purchase orders, receipts, and vendor invoices, as applicable. · Review and resolve invoice discrepancies, pricing differences, quantity discrepancies, duplicate invoices, and other exceptions. · Monitor invoice and payment queues to ensure transactions are processed within established timelines. · Ensure vendor discounts and favorable payment terms are utilized when appropriate. · Monitor accounts payable aging and outstanding liabilities. · Ensure credits, unapplied payments, and outstanding items are researched and resolved timely. · Maintain accurate and complete accounts payable records and supporting documentation. · Drive the transition from manual A/P processes to AI enabled efficient A/P processes. Payment Processing and Controls · Coordinate and participate in vendor payment processes, including checks, ACH, wire transfers, and other authorized payment methods. · Review proposed payment batches for accuracy, appropriate documentation, and authorization before submission for final approval. · Ensure payments are made in accordance with established payment terms, Company policies, and cash-management direction. · Maintain appropriate segregation of duties throughout invoice processing and payment activities. · Monitor payment controls designed to prevent duplicate, unauthorized, fraudulent, or erroneous payments. · Ensure changes to vendor banking and payment information are independently verified in accordance with established procedures. · Assist in identifying potentially fraudulent payment requests, vendor changes, or unusual transactions and escalate concerns appropriately. · Maintain documentation supporting payment approvals and disbursements. Vendor Management · Oversee the setup and maintenance of vendor records within the Company's ERP and accounting systems. · Ensure appropriate documentation and approvals are obtained before creating or modifying vendor records. · Maintain controls over changes to vendor names, addresses, tax information, banking information, and payment instructions. · Ensure vendor master data is accurate, complete, and appropriately maintained. · Serve as an escalation point and key contact for vendor inquiries and payment issues. · Works directly with vendors and internal departments to resolve invoice, payment, purchase order, and account discrepancies. · Review vendor statements and ensure outstanding invoices, credits, and discrepancies are appropriately researched and resolved. · Support vendor relationship management by promoting and providing accurate and timely communication regarding payment status and account issues. Month-End and Year-End Responsibilities · Coordinate and execute Accounts Payable month-end and year-end close activities. · Ensure invoices and liabilities are recorded in the appropriate accounting period. · Assist with identification and preparation of accounts payable accruals. · Review accounts payable aging and other AP reports for accuracy and completeness. · Reconcile accounts payable subledger information to the general ledger as assigned. · Research and resolve reconciling items and unusual account activity. · Prepare and/or review accounts payable schedules and supporting documentation for month-end and year-end close. · Support annual financial audits and other reviews by providing requested accounts payable documentation and explanations. Tax Reporting and Compliance · Support the collection and maintenance of required vendor tax documentation, including Forms W-9. · Coordinate or execute annual Form 1099 reporting and related vendor tax reporting requirements. · Ensure vendor records contain appropriate tax classification and reporting information. · Work with Accounting leadership and outside advisors as necessary to address accounts payable-related tax or reporting matters. · Maintain accounts payable records in accordance with Company record-retention requirements. Internal Controls and Compliance · Develop, maintain, and enforce accounts payable policies, procedures, and internal controls. · Ensure compliance with established purchasing, invoice approval, delegation-of-authority, and payment procedures. · Monitor segregation of duties within Accounts Payable and related payment processes. · Identify control weaknesses and recommend corrective actions. · Periodically review vendor master data for duplicate, inactive, incomplete, or potentially inappropriate vendor records. · Monitor transactions for unusual patterns, duplicate payments, or other potential control concerns. · Support internal and external audits related to accounts payable and Company disbursements. · Assist with implementation of audit recommendations and corrective actions. Systems and Process Improvement · Maintain effective use of the Company's ERP, accounts payable, and related financial systems. · Monitor Accounts Payable workflows and identify opportunities to improve efficiency, accuracy, controls, and automation. · Participate in ERP and financial system implementations, upgrades, integrations, testing, and process changes affecting Accounts Payable. · Develop and maintain documented Accounts Payable procedures and process workflows. · Identify opportunities to reduce manual processing and improve electronic invoice and payment processes. · Partner with Accounting, Purchasing, Supply Chain, Operations, Information Technology, and other departments to improve procure-to-pay processes. · Assist with development and monitoring of Accounts Payable performance metrics, including processing times, outstanding invoices, payment timeliness, and exception rates. Leadership and Staff Management · Provide day-to-day leadership, direction, training, coaching, and support to assigned Accounts Payable employees. · Establish work priorities and ensure appropriate distribution of workload. · Monitor departmental deadlines and ensure invoices and payments are processed accurately and timely. · Review employee work for accuracy, completeness, and compliance with established procedures. · Provide training on Accounts Payable procedures, ERP functionality, internal controls, and Company policies. · Establish appropriate cross-training and backup coverage for critical Accounts Payable responsibilities. · Participate in employee performance evaluations, development planning, and corrective action processes in coordination with management and Human Resources. · Promote accountability, professionalism, customer service, collaboration, and continuous improvement within the Accounts Payable function. Supervisory Responsibilities This position supervises assigned Accounts Payable employees and is responsible for coordinating work assignments, establishing priorities, reviewing work, providing training and feedback, and supporting employee development. The Accounts Payable Manager may provide recommendations regarding hiring, performance evaluations, compensation, promotion, discipline, and termination. Final employment decisions are made in accordance with the Company's established approval authority and Human Resources procedures. Competencies To perform the job successfully, an individual should demonstrate the following competencies: Decision Quality Customer Focus Managing Vision/Purpose Values and Ethics Action-Oriented Delivers Results Teamwork Develops People Capability Technical Skills Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience · Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; an equivalent combination of education and directly related accounts payable experience may be considered. · Minimum of five years of progressively responsible accounts payable or accounting experience. · Prior experience supervising or leading an Accounts Payable team. · Demonstrated experience managing and participating in high-volume invoice processing and vendor payments. · Experience with processing purchase orders, invoice matching, vendor master data, payment processing, and accounts payable reconciliations. · Experience working with ERP and accounting systems required. · Epicor experience is a plus. · Experience in a manufacturing, distribution, engineering, or similar operational environment required. · Experience in transitioning from manual A/P processes to AI supported automatic A/P processes. · Knowledge of international transactions, including processing wires is required. Knowledge, Skills, and Abilities · Strong knowledge of accounts payable processes and generally accepted accounting practices related to payables and liabilities. · Strong understanding of procure-to-pay processes and internal controls. · Knowledge of purchase order and three-way matching processes. · Experience in executing AI supported automatic A/P processes. · Understanding of vendor master data and payment fraud prevention controls. · Knowledge of Form 1099 and vendor tax documentation requirements. · Strong analytical and problem-solving skills. · Ability to research and resolve complex invoice, vendor, and payment discrepancies. · Strong organizational skills and ability to manage high transaction volumes and competing deadlines. · High degree of accuracy and attention to detail. · Strong proficiency with Microsoft Excel. · Ability to effectively use ERP, accounts payable, and related financial systems. · Strong written and verbal communication skills. · Ability to work effectively with vendors and employees at all levels of the organization. · Ability to handle confidential financial, banking, vendor, and employee information appropriately. · Demonstrated ability to lead, train, and develop employees. · Ability to work independently while maintaining effective collaboration across departments. Language Skills Ability to read and comprehend complex instructions, short correspondence, and memos. Ability to write complex correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to know when to seek for help and proactively ask questions. Computer Skills To perform this job successfully, an individual should have knowledge and hands on experience of MS applications (Outlook, Word and Excel); Accounting software; Database software; ability to prepare spreadsheet and reports as needed; and experience with transitioning A/P processes from manual to AI enabled automatic processes. Other Requirements: Ability to work in a fast pace work environment with multiple deadlines requirements. Ability to execute, follow-up and manage workload effectively. Must be detailed oriented with strong organizational and prioritizing skills. Able to work independently as needed. Must have a good attendance record, and report to work in the Riverside PCI facility as scheduled: 8:00AM – 5:00PM (M-F), willing and able to work over-time as needed. Physical Requirements The physical requirements described below are representative of those required to perform the essential functions o