Accounts Payable Supervisor

• Supervise, coordinate, and oversee the daily work of the accounts payable team, including invoice processing, payment runs, and employee expense reimbursements.
• Review invoices, payments batches (EFT/ACH), purchase orders, approvals, journal entries, and support documentation to ensure accuracy, completeness, proper coding, and compliance with company policies.
• Ensure vendor payments are processed timely and accurately while maintaining appropriate segregation of duties and internal controls.
• Research and resolve invoice discrepancies, payment issues, vendor inquiries, duplicate payments, and unmatched purchase orders by collaborating with Procurement, Fiscal, and other departments.
• Reconcile vendor statements, accounts payable subledger activity, and related general ledger accounts as part of month-end and year-end close processes.
• Prepare, review, and distribute accounts payable reports, including aging reports, accrual support, and payment summaries.
• Monitor accurate vendor records, tax documentation, payment terms, and supporting files in accordance with retention requirements and audit standards.
• Review invoices and expenditures to verify the availability of budgeted funds and ensure expenses are allocated to the appropriate funding sources, grants, funds, departments, projects, and general ledger accounts in compliance with grant restrictions and organizational policies.
• Coordinate the annual Form 1099 reporting process by maintaining vendor tax documentation, reviewing reportable payments, and ensuring accurate and timely compliance with IRS reporting requirements.
• Support internal and external audits by providing documentation, explanations, and timely follow-up on requested items.
• Train, coach, and support accounts payable staff; assign work, monitor performance, and help develop team capabilities.
• Recommend process improvements, automation opportunities, and policy updates to improve efficiency, accuracy, compliance, and customer service.
• Reconciles accounts payable for subsidiary ledgers to the organization’s general ledger and ensure accuracy.
• Ensure expenditures are recorded in accordance with GAAP and grant requirements and restrictions.
• Provides responsive, high-quality service to MAAC employees, representatives of outside agencies and members of the public by providing accurate, complete and up-to-date information, in a courteous, efficient and timely manner.
• Performs other related duties as assigned.

• Principles and practices of general fund and governmental accounting.
• GAAP and GASB accounting standards and requirements including OMB Circular A-122 cost provisions.
• Principles and practices of nonprofit accounting.
• Accounting terminology, principles, practices, and procedures.
• Laws, regulations, funding practices, and policies and procedures applicable to the financial administration of grant-funded programs.
• Internal control and audit principles and practices.
• Current technology and trends in the profession.
• Principles and practices of sound business communication.
• Computer skills and use of various computer applications such as Word, PowerPoint, Excel, Outlook and databases.

• Strong attention to detail, accuracy, and follow-through.
• Excellent organizational, time management, and prioritization skills.
• Ability to lead a team, assign work effectively, and provide practical coaching and support.
• Strong written and verbal communication skills with the ability to work professionally with vendors and internal departments.
• Analytical and problem-solving skills, including the ability to identify root causes and recommend practical solutions.
• Ability to handle confidential information with discretion and sound judgment.
• Customer-service mindset with a focus on responsiveness, accountability, and continuous improvement
• Understand, interpret, explain and apply agency, state, and federal requirements regulating financial accounting, reporting and record-keeping.
• Use various computerized financial systems and adapt to changes in those systems.
• Learn/adapt to new computerized programs.
• Use Accounting software proficiently; preferred NetSuite.
• Interpret, apply, explain and reach sound decisions in accordance with MAAC and department policies, procedures and labor contract provisions.
• Exercise appropriate judgment in answering questions and releasing information; analyze and project consequences of decisions and/or recommendations.
• Maintain confidentiality and discretion with sensitive information.
• Communicate effectively orally and in writing with a variety of individuals representing diverse cultures and backgrounds.
• Establish effective working relationships with management, employees, employee representatives and the public representing diverse cultures and backgrounds.

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent experience may be considered.
• Five or more years of accounts payable, accounting, or related finance experience; preferred prior lead or supervisory responsibility.
• Working knowledge of accounts payable processes, general ledger coding, purchase order matching, vendor management, and month-end close support.
• Familiarity with Generally Accepted Accounting Principles, internal controls, audit documentation, and applicable tax reporting requirements.
• Proficiency with Microsoft Excel, Microsoft Office applications, accounting systems, and automated accounts payable or enterprise resource planning platforms.

• Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions.
• Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers.
• Identifies and takes advantage of opportunities for personal and professional development.
• Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines.
• Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems.
• Follows rules, regulations, and policies; positively contributes to implementing changes.
• Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person.

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.