Accounts Payable Supervisor

Accounts Payable Supervisor

Job Description
Innovation allows an organization to make the most of every dollar spent. At Virginia’s Community Colleges System (VCCS), our compelling mission, our ambitious strategic plan and our fiscal realities challenge us to ensure that community college resources are maximized for the priority of student success and credential completion.  

Nestled between the Blue Ridge and Appalachian Mountains, the VCCS Shared Services Center is centrally located to all 23 colleges in the VCCS, 43 miles from Blacksburg, VA, and a four-hour drive from Washington, D.C. A vital part of the ever-growing Roanoke Valley, Daleville is a haven for tourists and residents alike. Within an hour’s drive are the breathtaking Smith Mountain Lake, world-famous Appalachian Trail, and many other outdoor activities, including golfing, biking, and hiking. The thriving Historic City Market in downtown Roanoke and the Daleville Town Center and Performance Pavilion also host farmers markets, community and cultural events, and festivals throughout the year.

The VCCS Shared Services Center is an innovation strategy to advance the priority of student success, reduce the administrative burden on individual colleges, consolidate transaction-based functions, create economies of scale and improve backroom process efficiency. This work allows the VCCS to better focus resources on the students – helping them start their educational journeys, persist, and succeed. 

Provides leadership, direction, and supervision of a staff responsible for all aspects of the accounts payable process for the 23 VCCS colleges, System Office, and Shared Services Center. In addition, the Accounts Payable Supervisor is responsible for:

• Ensuring A/P staff are complying with VCCS Shared Service Center policies, the Prompt Payment Act, and the Commonwealth Accounting Policies and Procedures (CAPP) manual
• Maintaining proper internal controls to ensure accuracy of financial records
• Ensuring A/P staff maintain vendor files in accordance with the Department of Accounts (DOA) and VCCS SSC policies, including identification and related requirements for 1099 vendors
• Maintaining open and responsive communication with customers
• Collaboratively working with SSC functional managers to ensure the colleges’ and System Office’s requirements are met
• Ensuring SSC staff reconciles Small Purchase Charge Cards (SPCC) on a monthly basis in accordance with VCCS SSC and CAPP manual policies
• Supporting compliance procedures associated with regulatory authorities (e.g. Auditor of Public Accounts, VCCS Internal Audit, and the Department of Accounts)
• Providing training to the colleges and System Office to educate necessary personnel on Accounts Payable policies and procedures
• Field escalation calls from AP Lead
• Enforce compliance with internal controls

Required KSAs:

• Demonstrated ability to operationalize agency goals, objectives, and strategies
• Demonstrated understanding and successful application of process improvement techniques
• Extensive expertise in complex accounts payable transactions
• Demonstrated ability to develop staff knowledge, skills, and abilities
• Demonstrated ability to exercise sound judgment, take initiative, handle multiple competing priorities, solve problems, and attend to detail while maintaining a big-picture perspective
• Ability to build working relationships to solve problems and achieve common goals
• Demonstrated ability to provide exceptional customer service to internal and external customers in a professional manner and to transfer those attributes to staff
• Demonstrated ability to work effectively and collaboratively in a team environment with matrix reporting relationships and multiple and diverse functional customers
• Collaboratively work with SSC Operations Managers and other functional managers to ensure the colleges’ and System Office’s requirements are met.
• Ability to express thoughts clearly verbally, in writing, and through presentations
• Energetic, resourceful, and self-directed
• Ability to maintain confidentiality
• Willingness to stay on the forefront of accounts payable best practices
• Ability to use the computer hardware and software required for the job, including word processing, database, and spreadsheet applications
• Expertise in MS Office products and demonstrated expertise to perform data analysis using Excel and/or MS Access
• Working knowledge of advanced bookkeeping practices and automated accounting software
• Knowledge of accounts payable functions and auditing of regular vendor payments, lease payments, and other contractual payments
• Knowledge of 1099 tax reporting
• Extensive knowledge and expertise in interactive accounting systems and interpreting accounting reports
• Knowledge of Accounts Payable internal control systems
• Ability to work effectively with a wide range of constituencies in a diverse community.

Required Qualifications:

• Bachelor’s degree, with major emphasis in financial services, business administration, or similar area from an accredited institution, or equivalent education and experience
• Experience leading accounts payable or comparable financial service functions
• Experience using continuous improvement techniques
• Extensive accounts payable experience
• Experience with internal controls as it relates to accounts payable
• Extensive experience in effectively leading, supervising, and positively motivating a large staff
• Experience with a large automated ERP system such as PeopleSoft, Oracle, or SAP
• Experience with a document management system

Preferred Qualifications:

• Experience in higher education and/or state government
• Experience working with PeopleSoft, including the instances used for this role:
• VCCS: Administrative Information System (AIS)
• Commonwealth of Virginia: Cardinal
• Experience writing and updating policies and procedures
• Experience working in a start-up and/or ambiguous environment
• Knowledge of the CAPP Manual and the Commonwealth of Virginia Prompt Payments statutes
• Working knowledge of eVA

To view the full job posting and apply, go to: https://jobs.vccs.edu/postings/61327  

Virginia’s Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, pregnancy, childbirth or related medical conditions, political affiliation, veteran status, gender identity, or other non-merit factors.