Accounts Payable Supervisor

L.N. Curtis & sons • Walnut Creek, CA

1d • $85,000 - $95,000

About The Position

The Accounts Payable Supervisor oversees the daily accounts payable function and leads a team of five employees responsible for processing approximately 7,500 vendor bills per month accurately, efficiently, and on time. The role maintains strong internal controls, enforces three-way matching, resolves vendor account discrepancies, manages internal and external service inquiries, and ensures timely and accurate vendor statement reconciliations.

The supervisor improves AP processes, standardizes procedures, and supports the 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, and develops team members through coaching, training, performance management, and cross-training. The company, L.N. Curtis & sons, is a privately owned distributor of first responder equipment, headquartered in Walnut Creek, California, with operational centers in Utah, Washington, California, and Arizona.

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.
• 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.
• Demonstrated leadership, technical AP expertise, customer service, systems aptitude, process improvement, and attention to detail.

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 processing of approximately 7,500 vendor bills per month, ensuring appropriate coding, documentation, approvals, payment terms, and service levels.
• Ensure invoices are matched with purchase orders and receiving documentation in accordance with 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 appropriate general ledger accounts, departments, locations, and other reporting dimensions.
• Maintain segregation of duties and compliance with AP policies and internal controls.
• Enforce three-way matching of purchase orders, receiving records, and vendor invoices; establish processes to identify, track, escalate, and resolve exceptions.
• Partner with Purchasing, Receiving, Inventory, and Operations to resolve discrepancies and obtain missing documentation.
• Monitor recurring invoice exceptions, identify root causes, and reduce rework, delays, and manual intervention.
• Oversee timely vendor statement reconciliations and direct resolution of missing invoices, unapplied credits, duplicate billings, payment discrepancies, and aged reconciling items.
• Set priorities for historical vendor balance cleanup, document reconciliation activity, and communicate with vendors to resolve account issues.
• Supervise AP inquiry and service-ticket handling, ensuring requests are logged, categorized, assigned, prioritized, and resolved within service-level targets.
• Monitor ticket volume, aging, resolution time, and recurring issues; escalate urgent payment issues, vendor 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, balance processing and exception resolution, and monitor performance.
• Establish productivity, accuracy, timeliness, and customer-service expectations; provide training and conduct performance discussions.
• Develop cross-training and backup coverage to support continuity of operations.
• Use NetSuite to monitor AP transactions, invoice status, vendor records, approvals, payment terms, and reconciliations.
• Participate in evaluating, selecting, configuring, testing, and implementing an automated AP solution integrated with NetSuite.
• Document current processes and define future 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, prepare user training materials, and support transition to automated workflows.
• Monitor automation implementation results and recommend enhancements; help establish reporting and dashboards for processing performance and automation effectiveness.
• Monitor AP aging, backlogs, reconciliation status, exception rates, and upcoming payment obligations.
• Support month-end close activities, including AP cutoff, accruals, reconciliation support, and resolution of outstanding items.
• Maintain invoice, approval, vendor-change, and payment documentation and audit trails; 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.

What This Job Offers

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