A/P MANAGER

JOB SUMMARY:

The Accounts Payable Manager is responsible for the processing and verification necessary to ensure accurate payment of legitimate invoices in a timely manner. This position is expected to train and supervise all staff and work performed in Accounts Payable and to assist the Controller when needed.

POSITION AUTHORITY:

The incumbent is authorized to take reasonable action necessary to carry out assigned duties and responsibilities, provided such action is consistent with position guidelines as outlined below.

POSITION GUIDELINES:

Position guidelines include, but are not limited to, established company and department policies and procedures and all supervisory directives. The incumbent is expected to exercise sound, reasonable judgment and initiative, and give high priority to accuracy and details in the performance of job responsibilities.

ESSENTIAL FUNCTIONS:

• Supervise the Accounts Payable staff
• Coordinate schedule for completion of tasks and verify the accuracy of payments and reports
• Review and assist the Accounts payable staff with the processing of all invoices incurred by authorized Moody Gardens personnel
• Match invoices to purchase order and packing slips to ensure that orders are received and that prices quoted are the same as billed prior to release of vendor payment
• Verify invoices for quantity, unit price, extensions, and discounts
• Assign account numbers and vendor codes to invoices for proper distribution in departmental financial statements
• Enter invoices into the computer in preparation of payment and assign a date for payment within the vendor’s requirements keeping all pending payable current
• Generate and review Accounts Payable checks/wires/ACH’s as scheduled to ensure timely payments
• Route invoices with checks to CFO and Administration for authorization and signatures
• Attach original invoices to check stubs, packing slip or proof of delivery, all written documentation pertaining to the purchase and the purchase order for permanent records
• Prepare the check for mail or pick up in accordance with the direction of the vendor and purchaser
• Issue special check runs or manager approves special requests on a daily basis
• Supervise the maintenance of all files
• Maintain Excel files for various checking account balances and notify the CFO of funding needs.
• Work closely with the Purchasing Department, the Warehouse and the authorized personnel incurring the expenditure
• Review problematic accounts and communicate with vendors and Moody Gardens personnel for resolution of any discrepancies to ensure resolution of disputed purchases and timely payment of legitimate purchases
• Coordinate entry of Inventory Accounts with the departments receiving them and reconcile them for the proper distribution in departmental financial statements
• Maintain a working knowledge of the manager’s duties including but not limited to utility accounts, marketing accounts, insurance payments, contract labor, etc.
• Any and all other duties as assigned; duties are subject to change as management deems necessary to best serve the needs of Moody Gardens

Qualifications

EDUCATION/ EXPERIENCE REQUIREMENTS:

• College education with at least 6 credit hours in Accounting or equivalent required
• 6 years prior experience in managing an Accounts Payable department with 3 years in Accounts Payable required without college education
• Must have prior supervisory experience

REQUIRED SKILLS:

• Must be reliable, detail-oriented, capable of taking directions, and responsible
• Must have excellent time management skills
• Ability to work a computer using software such as Word, Excel, Outlook, etc.
• Ability to exhibit maturity in the workplace and have a cooperative attitude
• Ability to use office machines such as a printer, scanner, copier, etc.

PREFERRED SKILLS:

• Experience with Sage Intacct accounting software.

PHYSICAL REQUIREMENTS:

• Ability to sit for long periods of time