Accounts Payable Supervisor

LN Curtis & Sons•Walnut Creek, CA

About The Position

The Accounts Payable Supervisor oversees the daily accounts payable function and supervises a team of five employees responsible for processing approximately 7,500 vendor bills per month. The role ensures accurate, timely, and efficient invoice processing; strong internal controls; consistent three-way matching; resolution of vendor account discrepancies; effective management of internal and external service inquiries; and timely vendor statement reconciliation. The supervisor leads efforts to improve AP processes, standardize procedures, and support implementation and ongoing optimization of an automated accounts payable solution integrated with NetSuite. The position also monitors operational performance, supports month-end close and audits, maintains appropriate documentation and audit trails, and reports significant issues and improvement opportunities to management. L.N. Curtis & sons is a privately owned and operated distributor of first responder equipment, established in 1929 and headquartered in Walnut Creek, California. The company serves the thirteen Western states and the U.S. Government worldwide.

Requirements

At least 5 years of progressive accounts payable experience, including substantial high-volume invoice processing experience.
At least 2 years of experience supervising, leading, or coordinating an AP team.
Demonstrated knowledge of purchase order matching, receiving documentation, and three-way matching procedures.
Experience investigating invoice discrepancies and reconciling vendor statements.
Experience managing vendor inquiries, internal service requests, and invoice exception queues.
Strong understanding of AP controls, invoice approvals, payment terms, duplicate payment prevention, and vendor master data controls.
Proficiency with ERP systems, spreadsheets, and AP reporting tools.
Strong organizational, analytical, communication, and problem-solving skills.
Ability to manage competing priorities and maintain accuracy in a high-volume environment.

Nice To Haves

Experience with NetSuite, particularly vendor bills, purchase orders, item receipts, saved searches, approval workflows, and AP reporting.
Experience implementing or optimizing an automated AP or invoice processing solution.
Familiarity with OCR, intelligent invoice capture, automated three-way matching, workflow automation, and electronic invoice approvals.
Experience supporting ERP integrations, user acceptance testing, process documentation, and end-user training.
Experience in a multi-department, multi-location, or multi-entity organization.
Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent practical experience.

Responsibilities

Supervise daily AP activities and oversee the accurate, efficient, and timely processing of approximately 7,500 vendor bills per month.
Ensure invoices have appropriate coding, documentation, approvals, and payment terms, and are matched to purchase orders and receiving documentation under company policy.
Investigate and resolve invoice discrepancies, including quantity, pricing, freight, tax, duplicate invoices, and missing receiving documentation.
Monitor processing queues, approval workflows, aging items, and payment due dates to prevent late payments and missed discounts.
Ensure invoices are coded to the correct general ledger accounts, departments, locations, and other required reporting dimensions.
Maintain segregation of duties and compliance with AP policies and internal controls.
Enforce three-way matching and establish procedures to identify, track, escalate, and resolve invoice exceptions.
Partner with Purchasing, Receiving, Inventory, and Operations to resolve discrepancies and obtain missing documentation; monitor recurring exceptions and address root causes.
Ensure invoices that do not meet matching or approval requirements are held and resolved before payment.
Oversee vendor statement reconciliations and direct resolution of missing invoices, unapplied credits, duplicate billings, payment discrepancies, and aged reconciling items.
Prioritize cleanup of historical vendor balances, document reconciliation activities, communicate with vendors, and maintain vendor account accuracy.
Supervise the AP inquiry and service ticket process; ensure requests are logged, categorized, assigned, prioritized, and resolved within service-level targets.
Monitor ticket volume, aging, resolution times, and recurring issues; escalate urgent payment issues, vendor account holds, duplicate payment risks, and operational disruptions.
Develop standard responses, procedures, and knowledge resources to improve service consistency and reduce avoidable inquiries.
Coach and develop a team of five AP employees; assign workloads, monitor performance, set expectations, provide training, conduct performance discussions, and develop cross-training and backup coverage.
Use NetSuite to monitor AP transactions, invoice status, vendor records, approvals, payment terms, and account reconciliations.
Identify opportunities to improve invoice processing through automation, workflow standardization, and better system utilization.
Participate in evaluation, selection, configuration, testing, implementation, and ongoing optimization of an automated AP solution integrated with NetSuite.
Document existing processes and define future-state workflows for invoice capture, purchase order matching, coding, approvals, exception handling, and payment preparation.
Coordinate user acceptance testing, validate transaction accuracy, resolve system and integration issues, develop training materials, and support transition to automated workflows.
Monitor automation implementation results and recommend enhancements; help establish reports and dashboards to measure processing performance and automation effectiveness.
Monitor AP aging, invoice backlogs, reconciliation status, exception rates, and upcoming payment obligations.
Support month-end close, including AP cutoff, accruals, reconciliation support, and resolution of outstanding items.
Maintain documentation and audit trails for invoices, approvals, vendor changes, and payment activities; assist with internal and external audit requests.
Identify control weaknesses, potential duplicate payments, fraud risks, and opportunities to strengthen AP procedures.
Prepare operational reports and communicate significant issues, trends, and improvement opportunities to management.