Accounts Payable Supervisor

Hot Topic & BoxLunch • City of Industry, CA

4d • $68,000 - $78,000

About The Position

The Accounts Payable Supervisor leads the AP Expense and AP Merchandise teams and oversees day-to-day invoice and payment operations in Oracle Fusion. The role includes supervising and developing team members, administering the P-Card program, reviewing journal entries and reconciliations, and supporting payment operations. The supervisor also serves as an AP contact for 1099 reporting and unclaimed property, while helping maintain controls and improve processes.

Requirements

• At least 5 years of full-cycle accounts payable experience, including at least 2 years supervising staff.
• Hands-on experience with Oracle or a comparable ERP for invoice processing, payments, and general ledger work.
• Strong reconciliation skills and working knowledge of GAAP and month-end close.
• Working knowledge of 1099 reporting, escheatment and unclaimed property, and payment controls such as wires, voids, and stop payments.
• Experience supporting SOX controls and external audits.
• Advanced Excel skills, including pivot tables and VLOOKUP/XLOOKUP.
• Clear written communication and a service mindset when working with vendors and internal partners.
• Retail or multi-entity and multi-location experience, including USD/CAD transactions.
• P-Card program administration experience.

Nice To Haves

• Use of AI.
• Familiarity with invoice workflow automation.
• Experience with sales/use or property tax processes.

Responsibilities

• Lead the AP team by assigning work, setting priorities, and coaching and developing team members.
• Oversee invoice routing and approval workflows in Oracle Fusion.
• Review and approve department journal entries and reconciliations.
• Review supplier setups and changes for accuracy and fraud controls.
• Respond to vendor, store, and internal inquiries by email in a timely manner.
• Process payments as needed, including urgent wire requests.
• Administer the P-Card program, including ordering and canceling cards, resetting passwords, resolving cardholder issues, maintaining approval hierarchies, updating cost centers and GL codes, downloading transaction data, and sending cardholder communications twice a month.
• Provide backup for payment functions, including check runs, ACH, and wires.
• Provide month-end commentary and variance explanations.
• Assist the AP Manager with 1099 reporting for Hot Topic and Distribution entities, including vendor W-9 review and IRS filing.
• Respond to internal and external audit requests.
• Maintain and update SOX narratives and support AP control testing.
• Initiate voids and stop payments.
• Reconcile the AP payment card and track the annual-spend rebate.
• Manage escheatment and unclaimed property filings.
• Manage non-standard vendor setups and payment types, such as foreign vendors and one-time payees.
• Identify and lead process improvements and automation opportunities in Oracle.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed