Accounts Payable Manager

Wittenbach Business Systems LLC • Sparks Glencoe, MD

79d • Onsite

About The Position

Since 1974, Wittenbach has been a leading provider of innovative cash automation and security solutions for financial institutions. Our commitment to customer satisfaction and delivering results has driven our growth. With over 200 highly trained service professionals throughout our service area, we ensure rapid response to our customer’s service needs. The corporate office is in Sparks, Maryland along with regional operations in Hunt Valley, MD, Coatesville, PA and Charlotte, NC. Our Sales and Service footprint spans the Mid-West and East Coast.

Job Summary:
To direct the accounts payable function by implementing efficient payment cycles, ensuring strict adherence to internal financial controls, and optimizing vendor relationships to support the organization's overall financial health and operational continuity.
1. Management of the P2P Cycle: The AP Manager ensures that the workflow from the moment a purchase is authorized to the moment the cash leaves the bank is seamless.
Invoice Processing: Overseeing the receipt, coding, and posting of all accounts payable invoices.
The Three-Way Match: Implementing and enforcing a "Three-Way Match" system to ensure the company only pays for what was ordered and received.
Dispute Resolution: Serving as the escalation point when there are significant discrepancies between a vendor's invoice and the company's records.
2. Financial Controls & Fraud Prevention: The AP Manager is the primary defense against internal and external financial leaks.
Internal Audit: Regularly auditing the vendor master file to ensure there are no "ghost vendors" or duplicate entries.
Signature Authority: Ensuring all payments comply with the company’s Delegation of Authority (DOA)—meaning the right people approved the spend based on its dollar value.
Payment Security: Managing secure payment methods (ACH, Wire, Check) and ensuring dual-control procedures (where one person prepares the payment and another approves it).
3. Cash Flow & Reporting
The AP Manager provides the data that allows the CFO or Asst Controller to understand the company's liquidity.
Aged Payables Analysis: Reviewing the "Aging Report" weekly to identify overdue bills and prioritize payments.
Cash Forecasting: Predicting how much cash will be needed in the next 30, 60, and 90 days to cover upcoming obligations.
Month-End Closing: Reconciling the AP sub-ledger to the General Ledger (GL) and ensuring all accruals (expenses incurred but not yet invoiced) are recorded correctly.
4. Vendor Relationship Management
Maintaining the company's reputation in the marketplace is a key strategic duty.
Terms Negotiation: Partnering with Procurement to negotiate better payment terms (e.g., moving from "Net 30" to "Net 60") or taking advantage of early payment discounts (e.g., 2% discount if paid within 10 days).
Credit Standing: Ensuring timely payments to maintain a strong corporate credit rating with bureaus.
5. Compliance & Tax Reporting
1099 Reporting: Ensuring all W-9 forms are collected from vendors and managing the annual 1099-NEC/MISC filing process with the IRS.
Sales & Use Tax: Verifying that the correct amount of tax is being paid on invoices or self-accruing use tax when a vendor fails to charge it.
6. Team Leadership & Systems
Staff Supervision: Hiring, training, and managing the performance of AP Clerks and Specialists.
ERP Optimization: Acting as the "Super User" for the accounting software (Navision) to automate manual tasks and improve efficiency.

Requirements

• Bachelor’s degree in Business Administration, preferred.
• Associate degree in Accounting may be acceptable if paired with extensive progressive experience (typically 7+ years).
• Firm grasp of General Ledger (GL) accounting, specifically in Accounts Payable and Expense.
• 5 to 7 years in full-cycle Accounts Payable.
• 2+ years of direct management experience.
• Navision, a candidate with 3+ years of experience in Microsoft Dynamics NAV or Business, preferred.
• Proficient understanding how to manage dimensions, post batches, and run aging reports specifically within the business.
• Ability to maintain focus while reviewing digital ledgers.
• High demand for "near vision" to read small print on invoices, verify line-item data in Navision, and detect discrepancies in digital documents.
• Constant use of a keyboard and 10-key numeric pad for data verification, batch approvals, and navigating ERP shortcuts.
• Ability to lift up to 15–20 lbs (e.g., boxes of paper invoices, audit files, or tax documents for year-end archiving).
• Ability to maintain accuracy during repetitive tasks.
• High mental discipline to maintain accuracy during repetitive tasks.
• Managing "difficult" vendors who are calling about late payments or handling internal disputes when employees haven't followed the proper Purchase Order (PO) process.
• Constant mental alertness to "Red Flags"—such as phishing emails, altered banking details, or unauthorized vendor changes—to protect the company's assets.

Nice To Haves

• Bachelor’s degree in Business Administration
• Navision, a candidate with 3+ years of experience in Microsoft Dynamics NAV or Business

Responsibilities

• Overseeing the receipt, coding, and posting of all accounts payable invoices.
• Implementing and enforcing a "Three-Way Match" system to ensure the company only pays for what was ordered and received.
• Serving as the escalation point when there are significant discrepancies between a vendor's invoice and the company's records.
• Regularly auditing the vendor master file to ensure there are no "ghost vendors" or duplicate entries.
• Ensuring all payments comply with the company’s Delegation of Authority (DOA).
• Managing secure payment methods (ACH, Wire, Check) and ensuring dual-control procedures.
• Reviewing the "Aging Report" weekly to identify overdue bills and prioritize payments.
• Predicting how much cash will be needed in the next 30, 60, and 90 days to cover upcoming obligations.
• Reconciling the AP sub-ledger to the General Ledger (GL) and ensuring all accruals are recorded correctly.
• Partnering with Procurement to negotiate better payment terms or take advantage of early payment discounts.
• Ensuring timely payments to maintain a strong corporate credit rating with bureaus.
• Ensuring all W-9 forms are collected from vendors and managing the annual 1099-NEC/MISC filing process with the IRS.
• Verifying that the correct amount of tax is being paid on invoices or self-accruing use tax when a vendor fails to charge it.
• Hiring, training, and managing the performance of AP Clerks and Specialists.
• Acting as the "Super User" for the accounting software (Navision) to automate manual tasks and improve efficiency.

Benefits

• Health Insurance: Medical, dental, and vision coverage
• Financial Protection: Identity theft protection and voluntary life insurance
• Time Off: Generous PTO starting up to 120 hours after 30 days of employment, plus paid holidays (including your birthday)
• Employee Support: Access to the Employee Assistance Program and Employee Assistance Fund
• Retirement Savings: 401(k) retirement plan with employer match
• Flexible Spending: Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
• Life Insurance: Employer-paid life insurance, short-term disability, and long-term disability
• Professional Development: Paid training opportunities and Education Assistance Program
• Referral Bonus: Earn up to $5,000 for referring new employees

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree