Accounts Payable Supervisor

Overview

UIC Arctic Operations & Development seeks a detail-oriented Accounts Payable Supervisor to oversee the entire AP and vendor management process. 

Responsibilities

Essential functions will include:

• Oversee the full Accounts Payable cycle, ensuring timely and accurate processing of vendor invoices, payments, and related transactions.
• Manage the centralized AP email inbox and ensure invoices and vendor correspondence are addressed and processed timely.
• Review invoice coding for accuracy, appropriate accounting treatment, and consistency with supporting documentation and departmental direction.
• Route invoices to appropriate departments and authorized personnel for review and approval.
• Review and approve AP transactions and supporting documentation prior to posting and payment.
• Prepare and review AP aging reports by company; investigate past-due, disputed, duplicate, or otherwise outstanding balances.
• Manage and maintain direct-cost and AP-related accounting codes and provide coding guidance to staff when necessary.
• Coordinate payment processing, including ACH, check, wire, and other approved payment methods, in accordance with established payment schedules and internal controls.
• Review vendor statements and reconcile discrepancies between vendor records and AP subledger.
• Oversee vendor setup and maintenance, including collection and review of W-9s, payment information, and other required documentation.
• Maintain appropriate controls over changes to vendor banking and payment information, including independent verification when required.
• Receive, review, and process Purchase Card transactions and supporting documentation on a monthly basis; follow up on missing receipts or approvals.
• Montior AP cutoffs and ensure expenses and liabilities are recorded in the appropriate accounting period.
• Identify potential prepaid expenses, fixed assets, accruals, and other transactions requiring accounting treatment outside routine AP processing and coordinate with the accounting team as necessary.
• Assist with month-end and year-end close activities related to Accounts Payable, including AP reconciliations, accrual support, and outstanding invoice review.
• Maintain accurate and organized AP documentation in accordance with company record-retention requirements and audit standards.
• Respond to vendor inquiries and resolve payment, invoice, and account discrepancies in a timely and professional manner.
• Coordinate with Operations, project managers, and accounting personnel to resolve invoice coding, approval, and payment issues.
• Maintain and enforce AP policies, procedures, approval requirements, and internal controls.
• Identify opportunities to improve AP workflows, processing efficiency, documentation, and internal controls.
• Provide documentation and support for financial statement audits, internal audits, and other compliance reviews.
• Assist with annual Form 1099 preparation and ensure vendor tax information is appropriately maintained throughout the year.
• Serve as the primary point of escalation for complex AP issues and vendor disputes.
• Perform other accounting and administrative duties as assigned.

Knowledge, Skills & Abilities:

• Excellent communication and time-management skills.
• Organization skills.
• Strong attention to detail.
• Computer literate and competent in the use of Excel spreadsheets, Word, and Microsoft Outlook.
• Strong interpersonal and communication skills with the ability to perform in a fast pace environment.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in writing so others will understand.
• Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Performing day-to-day administrative tasks such as maintaining information files and document processing.
• Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Developing constructive and cooperative working relationships with others and maintaining them over time.

Qualifications

Minimum Qualifications:

• Minimum of five (5) years of AP or accounting experience, plus previous project accounting experience.

Preferred Qualifications:

• Bachelor’s degree in Accounting, Finance, or Business Administration.
• Sage 300 experience.
• Advanced skills in Microsoft Office Suite – Excel, Outlook and Word

Physical and Mental Demands:

• Work is primarily sedentary and performed at a computer workstation.

• Must be able to sit for extended periods and perform repetitive data entry.

• Occasional lifting of files or boxes up to 10 pounds.

• Requires focus, attention to detail, and the ability to manage multiple tasks under deadlines.

• Must be able to communicate effectively and professionally with internal and external stakeholders.

Working Conditions:

• Work is performed in a standard office environment.

• Noise level is generally moderate, typical of office settings.

• Occasional extended hours may be required during peak periods (e.g., month-end, year-end).