Accounts Payable Manager

Planned Parenthood Mar Monte • San Jose, CA

6d • Onsite

About The Position

This full-time Accounts Payable Manager position is based in San Jose, CA. The role involves leading the accounts payable section, identifying and implementing process improvements, and ensuring excellence in AP processes and procedures. The manager will collaborate with various departments, manage operational escalations, and provide communication and training on processes and systems. A key aspect of the role is ensuring compliance with statutory requirements, affiliate policies, and internal controls. The position also involves developing and managing a high-functioning AP team, supervising team productivity, and implementing policies to optimize financial controls. The manager will audit and approve AP financial transactions, ensure the completeness and accuracy of AP vouchers, and maintain the SAP Concur invoice automation system. Responsibilities include overseeing vendor statement reconciliation, resolving AP-related issues with vendors, monitoring payment aging, and managing month-end closing processes. The role also includes overseeing the 1099 process, reconciling AP accounts, managing vendor communications, supporting special projects, assisting with audits and budget preparation, and preparing reports for management and external bodies. Other duties may be assigned by the Controller.

Requirements

• Interpersonal experience and a track record of working with cross-functional business stakeholders.
• Experience using analytic tools such as data gathering and analysis, spreadsheets, flow-charting, and process diagramming.
• Analytical and project management experience, including knowledge of interpreting business needs and translating them into operational requirements.
• Working knowledge of Accounts Payable best practices.
• Ability to lead and implement change within the department and the organization, as needed.
• Ability to communicate effectively with all levels in the affiliate
• Strong problem solving, analytical skills and sense of ownership.
• Self-motivated and self-managed and able to think independently.
• Extensive Excel background as well as working knowledge of computer spreadsheets and Accounting software package
• Ability to work independently and to plan and organize work effectively
• Ability to communicate effectively, both verbally and in writing
• Working knowledge of financial spreadsheets and accounting software packages and understanding of accounting methods and procedures
• Organizational and decision making skills with ability to meet deadlines and to set priorities independently.
• Ability to maintain confidentiality.
• Ability to maintain composure under stress.

Nice To Haves

• Experience with NetSuite ERP is a plus.

Responsibilities

• Lead the accounts payable section in identifying, verifying, analyzing, and implementing process improvement opportunities including impact and risk assessments, status reporting, change management, and etc.
• Contribute to the development and implementation of the affiliate’s continuous improvement strategy within accounts payable.
• Work with other work groups and stakeholders to develop new support material based upon process revision, to include training, reporting, and system enhancements.
• Effectively provide day-to-day accounts payable support in the following areas: PO and Non-PO invoice processing, holds, payment cycles, 1099 reporting, records management, GL entries, month-end and year-end close, account reconciliations, performance of root cause analysis, and issue resolution related to system/personnel performance issues.
• Demonstrate a strong partnership with Finance, Accounting, IT, business users, outsourced service providers, and suppliers.
• Relentless focus on user experience, ensuring excellence in AP processes and procedures.
• Monitor key operational metrics that measure/assess accounts payable performance and drive continuous improvement.
• Support maintenance of desktop procedures to ensure current processes are accurately documented.
• Manage operational escalations and change request process pertaining to outsourced provider performance.
• Collaborate effectively with key internal stakeholders.
• Provide regular communication and training on processes and systems for employees, outsourced providers and suppliers.
• Ensure accounts payable operations comply with statutory requirements, affiliate policies, processes, procedures, internal controls, and affiliate objectives.
• Develop and manage a high functioning, efficient and responsive accounts payable team through strategic hiring, performance management and process optimization.
• Supervise team productivity workload to achieve an effective balance, meet departmental goals and maintain quality assurance.
• Develop and implement policies and procedures designed to optimize the balance between the need for flexibility and solid financial controls
• Audit and approve AP financial transactions adhering to all internal controls and regulatory compliance
• Responsible for completeness and accuracy of Accounts Payable vouchers and recurring vouchers (including coding, matching, data entry, proper attachments and approvals, sales tax accrual, and accuracy of charges) to ensure compliance with Accounting policies and procedures and accurate financial statements. Includes advising General Ledger Accountants of any necessary adjusting entries related to Accounts Payable.
• Maintain and troubleshoot SAP Concur invoice automation system. Review application for better utilization of the system.
• Oversee the process of reconciling vendor statements to include analyzing charges and payments. Verify and maintain all rental, lease and contract accounts.
• Work with outside vendors and PPMM staff to resolve Accounts Payable related issues. Handle correspondence and inquiries related to Accounts Payable.
• Monitor aging of payables, payment dates, discounts and finance charges and approve and ensure accuracy of vendor payment runs.
• Responsible for Accounts Payable month-end closing, including accruals and generating month-end reports. Also includes assessing all outstanding packing slips and invoices over 45 days old.
• Oversee the 1099 process to ensure that all proper tax filings are timely and accurate in order to prevent costly penalties and fines from taxing authorities.
• Responsible for reconciliation of Accounts Payable accounts and other related Balance Sheet accounts that affect the AP section.
• Ensure communication with key vendors to resolve pending issues and facilitate a positive working relationship.
• Manage, coordinate, and support special projects as needed.
• Assist in providing information and materials for both the annual audit of the agency’s financial records and the preparation of the agency budget.
• Prepare reports and provide accounting-related information and analysis to middle management, management team, and various external bodies.
• Perform other duties as assigned by the Controller.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager