Accounts Payable Manager

Accounts Payable Manager Overview

The Accounting Manager role is a key role for our growing Accounting Operations Team. As part of Accounting Operation, the role supports the company’s day-to-day operations and accounting needs. The Accounting Manager will be responsible for managing and leading the Accounts Payable (A/P) and Credit Card team, currently 5 team members. Higher Ground Education is a dynamic environment that prides itself in being responsive to market and strategic changes. All team members are encouraged to be prepared for occasional pivots and reassignments to maximize collective impact in service of our shared mission. The job responsibilities detailed below should not be seen as an exhaustive list but should be expected to evolve in response to the organization’s shifting needs and opportunities.

Key Job Responsibilities Accounts Payable:

•  Manage and oversee all A/P functions
• Provide guidance and mentorship to the A/P team
• Review invoice coding and proper support documentation processed by the A/P team at least once a week
• Create weekly A/P run worksheet suggesting invoices to be paid by proper prioritizing vendors according to payment terms
• Print and mail weekly check payments, including delivering payments to FedEx as needed
• Set-up electronic vendor payments (i.e., ACHs & Wires) in Wells Fargo and Royal Bank of Canada.
• Issue ad-hoc or emergency vendor payments
• Ensure A/P automation software is updated with users and approval flow (i.e., Vic.Ai) Higher Ground Education tohigherground.com
• Ensure all vendor bills, incl. utility bills are recorded in the proper GL period
• Review cash tracker on a weekly basis to research stale or uncleared payments
• Review Cherry website on a weekly basis to identify vendor payments listed as processing or pending, then identify and resolve any issues preventing payment (for e.g., vendor email was not sent to Cherry, incorrect vendor email was sent to Cherry, vendor did not respond to invitation email, bill was already paid via credit card, etc.)
• Review new vendor setup to ensure vendor type, vendor information and payment information are accurate
• Collaborate with the Facility Team to ensure all new location’s utility invoices are routed to the A/P department
• Collaborate within the immediate Accounting Operation group on ad-hoc requests, projects, and automation/process improvement efforts
• Complete credit application requests

Credit Cards / Expense Reimbursement (i.e., manage Credit Card Team)

• Ensure all on and offboarding processes are performed in a timely manner
• Remind individuals of the report transmission deadlines
• Communicate and work with Credit Card/Expense Report Software provider to resolve issues
• Review and approve monthly expense reimbursements to individuals
• Review monthly expenses in Sage to identify vendors that should be paid via AP (for e.g., Janitorial, Landscaping, School Lunches, Recurring Equipment Rentals, Material Repairs that could be capitalized, etc.)

Month End Close / Year End

• Ensure all received invoices are recorded in the closing month
• Review the P&L by location to ensure A/P team recorded bills to the proper GL accounts and locations
• Creates and records monthly accrual journal for missing invoices based on operational activity
• Ensures all accruals are reversed in the proper GL period
• Be the lead for monthly accounting close requests and inquiries
• Assist with the Year End audit by providing all information related to A/P and Credit Cards
• Owns the annual 1099 process and ensures it is completed by the deadline

Miscellaneous

• Manage Amazon account (i.e., set-up new users, approval flows, credit limits, consolidate school accounts with Corporate account, etc.)
• Manage Petty Cash process (review petty cash logs for expense coding, process petty cash checks, etc.)
• Help team manage virtual mailbox accounts and desktop deposits
• Owns the annual 1099 process and ensures it is completed by the deadline
• Assist with the Year End audit by providing all information related to A/P and Credit Cards

Qualifications & Experience

-10+ years of accounting and 3+ years of supervisory/management experience, including significant hands-on accounts payable/credit card expense experience

-Bachelor of Science/Arts in Accounting or related field – or equivalent work experience

-Mastery of accounting fundamentals

-Strong Excel skills

-Familiarity with US GAAP

-Experience with Sage Intacct preferred

-Experience with multi-entity operations

If interested, please apply below!