Accounts Payable Supervisor

OMNI FAMILY HEALTH•Bakersfield, CA

36d

About The Position

Under the direction of the Associate Director, Finance (ADF), the Accounts Payable Supervisor (APS) of Omni Family Health (Omni) provides administrative support to a growing network of state-of-the-art health centers serving California’s Central Valley. As a member of the organization’s Fiscal Department, the APS oversees the daily operations of the Accounts Payable (AP) team, ensuring timely and accurate payments to vendors for goods and services, maintaining strong vendor relationships, and supporting financial integrity across the organization.

Requirements

High School Diploma or GED certification.
Associate’s Degree in Accounting, Finance, or related field.
Four (5) years of experience in accounts payable, accounting, or similar role, with one (1) year in a lead or supervisory position; preferably within a Federally Qualified Health Center (FQHC), healthcare, or nonprofit setting.
Demonstrated experience with accounting software and enterprise resource planning (ERP) systems, including platforms such as Abila MIP, Sage, QuickBooks, or other comparable tools.
Advanced proficiency in Microsoft Excel (pivot tables, formulas, data tools), with solid experience in Microsoft Office Suite (Word, Outlook, PowerPoint).
Strong knowledge and understanding of AP processes, systems, and best practices.
Communicates effectively (written and verbal), ability to clearly deliver and exchange information, has great listening skills.
Works well with customers, promotes a positive image of the company, ensures exceptional care and satisfaction.
Defines responsibilities, motivates employees, delegates well, rewards appropriately.
Strives to understand contributing factors, works to resolve complex situations.
Meets deadlines, establishes appropriate priority, gets the job done in a timely manner.
Must be alert and respect confidentiality of information of all types “general personnel, and/or patient related information.”
Promotes and believes in Omni’s mission statement.
Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Responsibilities

Responsible for overseeing the organization’s AP processes, ensuring alignments with core values such as integrity, accuracy, and regulatory compliance. Exercises discretion in determining the appropriateness and priority of payments, ensuring alignment with financial policies and organizational objectives.
Provides oversight and leadership to the AP team, ensuring efficient processing of invoices and payments, adherence to company policies, and achievement of performance benchmarks. Promotes teamwork and provides guidance through training and development. Contributes to performance reviews, scheduling, handles disciplinary actions, and makes hiring and termination recommendations to senior leadership when appropriate.
Reviews and processes invoices, exercising judgement to determine proper payment, validates accuracy, and ensures proper general ledger coding. Applies discretion to identify invoices that require escalation, verification, including payments that require special handling.
Audits and reconciles purchase orders, pricing, terms of payment, corporate credit card statements, and other related financial information to ensure accuracy, completeness, and compliance.
Ensures that bills are paid accurately and on time. Operates accounting software to process accounts payable, print checks, and research inquiries. Reviews all invoices scheduled for payment and exercises independent judgment to determine which invoices should be paid in each check run. Applies discretion in prioritizing payments, resolving discrepancies, and handling unusual, high-value, or incomplete transactions. Matches checks with supporting documentation to ensure department is audit ready.
Oversees and maintains vendor accounts, ensuring proper recordkeeping and data accuracy. Exercises judgment in vendor selection, account maintenance, and resolution of disputed transactions.
Responds to vendors and internal inquiries, resolves issues or discrepancies as they arise, and escalates complex matters to senior leadership for resolution.
Performs ongoing aging review of accounts payable, evaluates outstanding balances, and determines the need for accruals to accurately reflect obligations for financial reporting.
Maintains strong working relationships with vendors and Omni staff, delivering exceptional customer service and support.
Aids in the development and monitoring key performance indicators (KPIs) to evaluate accounts payable efficiency, compliance adherence, and overall performance of the AP management process.
Aids in the development and maintenance of Standard Operating Procedures (SOP's) related to task and duties within the accounts payable team.
Enforces policies, practices, procedures, and work rules in accordance with approved organizational guidelines. Collaborates with senior leadership to develop, implement, and refine policies and procedures that ensure compliance, support audit requirements, and strengthen internal controls across accounts payable operations.
Prepares and delivers accounts payable documentation and reports to senior management in support of audits, internal and external reviews, and other organizational inquiries. Ensures all supporting documentation is complete, accurate, and readily available, identifies potential discrepancies, and provides analysis or recommendations to address audit findings and strengthen internal controls.
Oversees Concur, the employee reimbursement platform, and CME payments to providers. Reviews incoming reimbursement and CME requests to ensure they are appropriate, properly documented, and in compliance with company policies. Tracks spending, analyzes trends, and exercises judgment in approving or escalating requests, ensuring accuracy, property allocation, and alignment with budgetary and organizational objectives.
Provides training and ongoing guidance to new team members on accounts payable software, invoice processing, vendor account management, and related procedures to ensure understanding, accuracy, and compliance.
Participates in ongoing professional development through training and information meetings to enhance knowledge and support effective accounts payable management.
Ensures the department provides cohesive support to the mission, vision, and core values while delivering superior customer service.
Works closely with all clinic sites, divisions, and / or departments in accordance with Omni’s policies and procedures.
Other duties and/or responsibilities as the APS may be assigned from time to time.
Some travel may be required.
Health Insurance Portability and Accountability Act (HIPAA) Compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
Compliance: Ensures compliance with all local, state, and federal regulations.
Quality Assurance/Quality Improvement (QA/QI): Participates as required in QA/QI activities and contributes towards the overall quality improvement initiatives of the organization.
Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, Practice Management System (PMS), Quality Systems Inc. (QSI), and other electronic features as they are developed and implemented, as applicable to work environment.
Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
Audits: Contributes to required Health Resources and Services Administration (HRSA), Operational Site Visits (OSV), The Joint Commission (JC), and other audit events.