Accounts Payable Supervisor

Mid-Willamette Valley Community Action Agency

OUR MISSION: EMPOWERING PEOPLE TO CHANGE THEIR LIVES AND EXIT POVERTY BY PROVIDING VITAL RESOURCES AND COMMUNITY LEADERSHIP.

Our Vision: All people are respected for their infinite worth and supported to envision and reach a positive future.

The Accounts Payable Supervisor will work as a member of the MWVCAA Finance team to apply accounting theory and skills to develop and implement agency accounting procedures. The person in this position will use accounting systems and structures to maintain the chart of accounts ensure integrity accuracy and control of accounting data and control the expenditure of funds.

MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge skill and/or ability required.

EDUCATION and/or EXPERIENCE

• Bachelors Degree in Accounting or related field with two years of experience; or
• Six years of related experience including two years of supervisory experience.
• Prior experience with grant accounting and Federal grant requirements is required.

CERTIFICATES LICENSES REGISTRATIONS

• Driver qualification status is not required for this position.
• Successful registration with the Child Care Division in the Central Background Registry.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Candidate must pass pre-employment and random drug/alcohol screenings.

KNOWLEDGE SKILLS AND ABILITIES

• Strong GAAP foundation: accrual accounting revenue recognition and grant accounting.
• Demonstrated skills working with personal computers databases and accounting software.
• Proficiency with video conferencing software such as Teams or Zoom and the ability to lead meetings of small and large groups.
• High level of integrity and dependability with a strong sense of urgency and results-orientation.
• Performs data input and utilizes a calculator with speed and accuracy.
• Prioritizes and organizes work to effectively meet Fiscal deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employees will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Oversee Accounts Payable Operations: Manages the day-to-day accounts payable functions ensuring timely and accurate processing of invoices and payments.
• Invoice Review and Approval: Reviews all incoming invoices for proper coding approval and compliance with the organizational policies and budget allocations.
• Payment Processing: Ensures all vendor payments are processed properly including electronic transfers checks and other methods as required.
• Reconciliation & Reporting: Performs regular reconciliation of accounts payable to the general ledger and assist in the preparation of financial reports and audits.
• Vendor Management: Maintains strong relationships with vendors resolving any issues related to billing discrepancies payment delays or service concerns.
• Policy Implementation & Compliance: Maintains knowledge of GAAP OMB Uniform Administrative Requirements and cost principles of agency grant agreements and awards while applying the information to control accounting functions.
• Team Leadership & Training: Supervises mentors and trains accounts payable staff to ensure efficient operations and professional development.
• Budget Monitoring: Assists in monitoring departmental budgets and expenditures to ensure adherence to financial constraints and donor restrictions.
• Data Entry & Documentation: Ensures accurate and organized data entry for all transactions maintaining clear documentation for future audits and compliance checks.
• Audit & Compliance Support: Collaborates with internal and external auditors to ensure a smooth audit process and timely resolution of any identified issues.
• Systems Improvement: Recommends and implements process improvements to improve the efficiency and effectiveness of the accounts payable function.
• Vendor Payment Analysis: Analyzes payment trends and assist in cash flow forecasting to ensure sufficient funds are available for upcoming payments.

SUPERVISORY RESPONSIBILITIES

Directly supervises approximately 1-5 employees. Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities for this position include interviewing hiring and training employees as well as planning assigning and directing their work and appraising their performance. The supervisor is also responsible for rewarding and disciplining employees when applicable and addressing their complaints.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Specific vision abilities required by this job include distance vision close vision peripheral vision depth perception color vision and ability to adjust focus.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment i.e. keyboard mouse stapler copy and fax machine etc.
• Incidental driving tasks may be requested for employees with a personal vehicle and proof of current auto insurance.
• Exercises judgement in setting day-to-day priorities and direction in accordance with Agency policies guidelines and initiatives.

WORK ENVIRONMENT

• Indoor office work environment with frequent interruptions and demands.
• Working with coworkers/clients over the phone and in-person.
• Occasional noise and distractions in work spaces.
• Occasional remote work as needed.
• Occasional work outside of normal business hours including evenings and weekends.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race religion color national origin sex sexual orientation gender expression age veterans and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process or reasonable accommodations to perform the essential duties of the position please notify a member of our team at .

Required Experience:

Manager