Accounts Payable Supervisor in Webster, New York at CDS Inc

Summary:

The Accounts Payable (AP) Supervisor provides leadership for the accounts payable function, ensuring the timely, accurate, and compliant processing of vendor invoices, employee expense reimbursements, purchasing card activity, and other disbursements. This role is responsible for maintaining strong internal controls, supporting month-end and year-end close activities, safeguarding organizational assets, and ensuring adherence to company policies as well as applicable legal, regulatory, and audit requirements.

In addition, the AP Supervisor leads and develops the Accounts Payable team by setting priorities, providing guidance, resolving escalated issues, and promoting accuracy, and continuous improvement. The position partners closely with Finance, Human Resources, Operations, and external vendors to address payment-related matters, support contract and vendor onboarding processes, respond to complex situations, and enhance systems, workflows, and reporting that contribute to efficient and effective financial operations.

Essential Job Functions:

• Oversee the full accounts payable cycle, including invoice intake, coding, approval workflow, payment processing, and vendor maintenance.
• Timely prepare and ensure expense contracts are complete and all required information is obtained and filed.
• Ensure contractors meet all applicable insurance requirements as outlined per contract and ensure insurance certificates are current.
• Work closely with program Directors/Managers to complete contracts according to schedule.
• Maintain schedule of Business Associate Agreements and ensure all agreements are complete and filed.
• Manage vendor management including new vendor requests and updating current vendors when necessary.
• Provide day-to-day leadership, guidance, and oversight to Accounts Payable Specialists to ensure accuracy, efficiency, and adherence to company policies and procedures.
• Audit and record corporate credit card transactions.
• Assist AP Specialists with escalated issues.
• Lead month-end closing activities related to accounts payable, including reconciliations to general ledger.
• Monitor AP aging reports and ensure outstanding items are addressed.
• Support audits by preparing documentation and ensuring compliance with internal controls.
• Train and mentor AP staff and improve process efficiency through automation or best practices.
• Ensure advances/prepayments are returned and recorded according to policy.
• Responsible for auditing, reconciling and recording purchasing card transactions.
• Ensure proper internal controls to avoid duplicate payments.
• Submit required information to Human Resources to conduct criminal background checks.
• Manage and maintain accounts payable vendor files and related documentation.
• Communicate with departmental managers when needed.
• Maintains Accounts Payable Policies and Procedures and ensures compliance.
• Generate Accounts Payable reports as needed.
• Support financial system upgrades or ERP implementations.
• Assist with the preparation of year-end audits and tax reporting.
• All other duties as assigned.

Knowledge, Skills, and Abilities:

• Strong leadership and team management skills, with the ability to coach, develop, and motivate teams in high-volume, deadline-driven environments.
• Ability to maintain a high degree of accuracy and thoroughness in reviewing payments, coding, and documentation.
• Meticulous attention to detail with strong analytical and problem-solving skills.
• Strong knowledge of accounts payable and accounting principles.
• Skilled in reconciling vendor statements and managing dispute resolution.
• Excellent organizational and time management skills.
• Vendor relationship management.
• Ability to work as a team as well as independently.
• Ability to interact with all levels of staff including senior management.
• Ability to take initiative, lead a team, and work independently or in a team without direct supervision.
• Strong communication and interpersonal skills.

Education and Experience:

• An Associate’s or Bachelor’s degree in accounting or finance preferred.
• 5+ years’ experience in accounts payable with supervisory/lead role.
• Proficient in MS Office Suite, including Outlook, Excel, and Word; advanced proficiency with Excel.
• Experience with ERP accounting systems and Accounts Payable software.

Physical Requirements/Working Conditions:

• Sedentary working environment
• Ability to reach above shoulder level.
• Ability to turn/twist upper body.
• Able to use hand repetitive action for fine manipulating, keyboarding and typing.

Corporate Qualifications/Expectations:

• Adhere to all CDS Life Transitions, Inc. policies and procedures.
• Adhere to the Agency Mission, Vision, Shared Values, and Customer Service Standards.
• Attend mandatory education and training modules as scheduled; obtain and maintain all required certifications/training by State regulations and CDS policy
• Act as a professional representative of CDS Life Transitions, Inc. in regard to appearance, behavior, temperament, communication, language, and dress.

The statements herein are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities, duties, skills, required of personnel so classified. Also, they do not establish a contract for employment and are subject to change at the direction of the employer.

CDS Life Transitions is an Equal Opportunity Employer, and as such affirms the right of every person to participate in all aspects of employment without regard to gender, race, color, religion, national origin, ancestry, age, marital status, sexual orientation, pregnancy, disability, citizenship, military or veteran status, gender expression and/or identity, or any other status or characteristic protected by federal, state, or local law. CDS Life Transitions will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 585-347-1616