ACCOUNTS PAYABLE MANAGER

Established in 1926, Family Service League is a social services agency who provides comprehensive services to individuals, children, and families to improve the quality of their lives at home, in the workplace, and in the community. With more than 60 social service and mental health programs in over 20 locations, Family Service League is committed to serving Long Island’s most vulnerable citizens.

SUMMARY:

Family Service League is seeking a Full-Time Accounts Payable Manager to work with the Controller, CFO and other management personnel to implement accounts payable and purchasing policies and procedures and directly supervises staff involved in processing payments, entering vendor bills and managing relationships with vendors. The Accounts Payable Manager maintains all records relating to the payment of bills in an accurate and timely manner

RESPONSIBILTIES:

• Accounts Payable Manager will evaluate vendor performance and pricing on an on-going basis to obtain the best cost and quality. Produce vendor reports as needed.

• Manage the review of vendor statements and work directly with vendors to resolve discrepancies.

• Develop, implement, and monitor strategic Agency-wide purchasing policies and procedures.   
• Perform analysis of spending and product use and make recommendations for improvements. Report on analysis and recommendations as needed.
• Track and report on key functional metrics to ensure expense reduction and improve efficiency.
• Accounts Payable Manager will provide guidance and training to management staff on purchasing policies and procedures.

• Supervise the Accounts Payable Clerk, ensuring deadlines are met and work output is accurate and complete. Train, conduct performance reviews and approve time. 
• Oversee and maintain the Agency’s electronic purchase requisition system, including entering requisitions, creating purchase orders, maintaining approvers and vendor files; entering new programs, expense codes and workflows; monitoring that expenditure policy documents are provided; and processing all requisitions through General Ledger.
• Review mail daily for invoices; ensure accuracy of invoices and link invoices with approved purchase orders to route for approval for payment. Scan all relevant documents into files, including leases.
• Process vendor invoices timely and accurately. Prepare and review weekly check runs to ensure timely payments to suppliers.
• Accounts Payable Manager will reconcile and accurately code Agency-wide utility and telephone, gasoline, laboratory and vehicle invoices and processing for payment.
• Route non-three-way match invoices for approval, based on current Delegation of Authority Policy. Follow up on invoices that are in route to be approved.
• Oversee all records relating to paid invoices and ensure they are maintained properly.
• Maintain a dialog with vendors in order to collect data relating to invoices.
• Follow-up and maintain unpaid invoice records by due date. 
• Accounts Payable Manager will assist in month end close process, including calculating vendor accruals.
• Formulate, recommend, and implement Accounts Payable policy and procedure to meet operational needs, improve accuracy, and efficiency while ensuring integrity of the accounts payable system.
• Issue 1099 tax forms, obtain vendor W-9 forms, request sales tax exemptions from vendors.
• Respond to all internal inquiries timely and effectively. Resolve disputes amicably.
• Place all Credit Card orders entered into the requisition system.  Reconcile Credit Card statements and gift card requests and obtain backup, including linking receipts to statements.
• Accounts Payable Manager will ensure accounts payable is entered properly into the general ledger and that correct general ledger codes are applied to invoices.
• Produce Accounts Payable reports as needed.
• Work with Controller to create and close out petty cash in programs.
• Maintain communications with Program Directors as it relates to their program’s invoices.
• All other duties as assigned.

QUALIFICATIONS: 

A Bachelor’s Degree in Finance, Accounting, Business or related field is required. 

Five years’ of related experience in Accounts Payable, preferably in a non-profit environment, is required. Demonstrated understanding of Accounting and Accounts Payable policies and procedures required.

Two years of prior supervisory experience is required.

Excellent computer skills, including Microsoft Office, especially Word and Excel, are required. Experience with Accounts Payable software is also required.  

Ability to work in a fast paced environment, learn quickly and adapt to change, and be responsive to deadlines is required.

Excellent interpersonal, and verbal and written communication skills required.

Strong organization skills and excellent detail orientation are required.

Ability to work with a diverse population and to establish and maintain working relationships with employees, management and outside vendors. 

Ability to work both independently and as part of a team is required.

We offer a generous benefits package including the following:

• Health and Dental Insurance
• Vision Insurance
• Flexible Spending Account (FSA)
• Retirement Savings Plan with a 5% employer contribution
• Life and AD&D Insurance
• Generous PTO (paid time off)
• Up to 11 paid Holidays
• Paid Sick Leave
• Student Tuition Remission Program
• Employee Assistance Program (EAP)
• Company paid Short-Term and Long-Term Disability
• Employee Discounts and more!

“Family Service League is committed to the belief that all individuals deserve uncompromising respect.  Through our recruitment efforts, we continually strive to attain and maintain a diverse workforce that meets the needs of our clients and the communities we serve.  Family Service League strongly encourages candidates from all backgrounds and experiences to apply for any positions for which they feel potentially qualified.”