Job Description

Job Title: AP Operations Manager

Status: Non-Exempt, Full time

GL/WC Code: CA 5175/8742

Location: Santa Rosa, CA

Job Summary:

The AP Operations Manager is responsible for supervision and leadership within the spectrum of all accounts payable functions, especially the processing a high volume of vouchers and invoices, preparing daily check runs, and oversite of reports and correction of discrepancies. This position will report directly to the Asst. Controller and CFO. This position is an in-person position (location, Santa Rosa CA Office) - remote work not offered.

Job Duties:

The following are job requirements.

• Oversee the performance of all duties related to accounts payable and related staff
• Oversee any relationships or engagements with external parties who may provide outsourced AP operations, back-office support, or related services to ensure quality control standards are met in a timely manner.
• Oversee the data-entry, reconciliation, and cost allocation of large vendor invoices and credit card expenditures.
• Ensure that AP operations are completed timely and accurately i.e., expenditures entered in the AP workflow are appropriately charged again corresponding cost allocation plans so that cost centers are correctly charged for their specific expenditures.
• Carefully review AP transactions for accuracy, correct GL Coding, and appropriateness
• Train & Supervise AP Staff / AP Clerks on data entry, proper workflow, and related procedures
• Communicate with Controller, CFO, Senior Leadership, and Operational Staff as needed on items related to resolving AP issues and proactively managing AP so that bottlenecks are identified and mitigated appropriately to prevent late fees and other interruptions in services
• Oversee and/or process mission critical temporary financial assistance, general check requests, credit card expenditures, and other vouchers ensuring that all vouchers include appropriate documentation, expense coding, and approval prior to payment
• Work with leadership to co-manage the daily AP check run and facilitate payment of vendors, obtain signatures and mail/distribute signed checks as required
• Responsible for maintaining all accounts payable reports, spreadsheets and corporate accounts payable files – organized and up to date
• Support and assist internal and external customers as needed
• Manage multiple priorities in order to meet deadlines
• Prepare analysis and/or account reconciliations, as required by internal audit and program regulations
• Other duties, as assigned

Requirements:

These are the minimum requirements you should meet before applying for this position.

• BS or AA degree in accounting or closely related field
• Understanding of bookkeeping and accounting payable principals
• Clear verbal and written communication
• MUST have a typing speed of at least 65WPM – typing test may be required
• Cooperatively work with other staff in a team environment
• Experience with automated accounts payable workflow processing systems
• Ability to create and edit Excel spreadsheets
• Persons MUST have AP Manager-Level experience
• For example, candidates should have senior level AP management or have served successfully as an AP Manager.

• MUST have experience processing AP for organization(s) with at least $10-$15M or more in yearly revenue.
• MUST have experience supervising AP Staff or AP Team Members i.e., AP Clerks/Specialists).
• MUST be competent with electronic, ERP, and GL Systems.
• MUST have experience with Positive Pay Security Systems.
• MUST have experience with EFT, ACH, WIRE, and other forms of electronic payment.
• MUST be present in the Santa Rosa California office – on a daily basis. No remote work
• MUST also have experience reading, processing, reviewing, and analyzing Purchase Orders, Purchase Requisitions, W9s, etc.
• MUST have a high level of attention to detail.
• Preferred - Persons with Journal Entry Skills and Experience.
• Preferred - Persons with SAGE, NetSuite, Oracle, MS Dynamics, or related software.
• Preferred - Persons with strong excel skills.
• Preferred - Persons with Bill.com & Expensify Experience.
• Preferred - Persons with experience reconciling or entering Credit Card Transactions.

Qualifications:

Successful candidate will have at least three years’ experience working /managing automated accounting system. Understand general business flow and transaction flow of expenses with the accounts payable module of an integrated general ledger system.

Experience working for a nonprofit or multi-state employer desirable.

Physical Requirements:

Office located in Santa Rosa, CA. Team-oriented office environment. Requires the ability to occasionally bend, stoop, reach, lift, and move or carry office supplies and materials weighing 20 pounds or less. Finger dexterity required for computer keyboard operation.

Reasonable accommodations will be made to enable persons with disabilities to perform the essential functions of the position.

Offering:

Full-time, non-exempt position. $41.86 - $48.08 per hour DOE. Excellent comprehensive benefits for full-time employees.