Accounts Payable Manager

JOB TITLE: ACCOUNTS PAYABLE MANAGER

DEPARTMENT: FINANCE

FLSA: NON-EXEMPT

LOCATION: YONKERS

REPORTS TO: ASSISTANT VICE PRESIDENT FINANCE

SALARY: $95,000 - $105,000/YEAR

BENEFITS AND PERKS:

• $1,000 Sign-on and Retention Bonus
• Medical, Dental and Vision after 30-days with up to 85% paid by Employer
• Paid Vacation, Sick and Personal Time
• Tuition Reimbursement and Life Insurance
• Pension Plan and Voluntary 403b Plan
• Employee Loan Program
• Hybrid after 90-days
• Free Parking
• Staff Development and Promotional Opportunities

SUMMARY:

The Accounts Payable Manager is responsible for overseeing the daily operations of a fast paced, high volume accounts payable department for Westhab and all affiliates and third-party managed clients. This includes supervising staff, managing processes and ensuring accuracy and timeliness of payments. The Accounts Payable Manager will be the primary liaison for inquiries from vendors and internal stakeholders. The Accounts Payable Manager will report to the AVP Finance and will work under the daily direction of the Accounting Manager in management of the department.

RESPONSIBILITIES:

• Responsible for management of the accounts payable process. Supervises the Accounts Payable Associates in the performance of their duties. Responsible for the training and assignment of duties to staff which ensures that all invoices are entered, approved and paid timely. Review of all data entry to ensure accuracy of coding, proper vendor setup and insurance requirements. Will prepare all correcting journal entries.
• Work with the AVP-Finance and the Accounting Managers to systematically manage and schedule the bill payment process in accordance with pre-determined terms and to maintain control over cash flow. Will have primary responsibility to obtain additional information as needed to prepare an invoice for payment.
• Responsible for reviewing the daily cash report for the main operating account, to record and reconcile all payment activities and to ensure sufficient cash to process payments. Will also review the real time cash report to ensure adequate cash for payments from the affiliate bank accounts. Works with the Accounting Associate to clear all outstanding checks on a regular basis.
• Will maintain a monthly calendar to schedule vendor payments as needed and other activities as needed. Will manage the check selection process for each bank account as required to ensure timely payment of invoices. Supervises the regular review of vendor statements to ensure all invoices are processed timely and has primary responsibility to resolve all billing disputes.
• Will ensure that a master schedule of utility vendors, including Con Ed, water, internet providers, phone and other utilities is maintained and updated regularly. Will maintain a schedule of all real estate tax accounts and ensure the timely payment of all real estate tax invoices.
• Will be responsible for ensuring the processing of electronic payments of utility vendors in accordance with written procedures, including uploading of invoices into accounting system.
• Primary responsibility for the daily batching of invoices from AvidXchange to MRI, the regular upload of check files to the bank for positive pay, the processing of ACH payments and all “over the phone” or on-line payments.
• Will process all stop payments with the bank and will evaluate if a re-issuance is needed.
• Oversees the processing of rent payments for the multiple subsidy programs in service. Ensures the accurate update of the recurring charge file. Processes the rent payments using the ACH process. Processes the monthly landlord shelter rent payments, ensuring rents are updated as per lease terms.
• Responsible for the monthly posting and closing of the accounts payable system, ensuring that the subsidiary ledger agrees to the general ledger account. Will provide accrued expense entries to accounting staff as necessary. Responsible for year-end reporting of 1099. Significant interface with auditors. Responsible for annual permanent record keeping.
• Will have an excellent command of the two integrated accounts payable software platforms, MRI and AvidXchange. Working in conjunction with the AVID administrator and the accounting manager, will assist with the maintenance and update of accounts payable procedures including but not limited to invoice approval, purchase order protocols, travel reimbursements and petty cash.
• Other duties as assigned.

EXPERIENCE, EDUCATION AND SPECIAL REQUIREMENTS:
AA, BA or BS in accounting, finance or business administration. Minimum of seven years of related work experience. Experience with MRI accounting software and AvidXchange accounts payable software a plus. The candidate must have a sound knowledge of accounting principles and procedures, as well as proven experience managing staff and processes. Strong organizational skills with an attention to detail, problem solving skills and excellent interpersonal, verbal and written communication skills is a must. An intermediate level of expertise with excel and word are required.

AGENCY PROFILE & EMPLOYEE EXPECTATIONS:

Westhab is a prominent community development organization, providing housing and supportive services for more than 10,000 of the most vulnerable members of our community each year. We are staffed by an extraordinary group of hard working professionals that are fully committed to our mission - Building Communities. Changing Lives. Working at Westhab is not easy. Our expectations for all staff are high. We believe that the people and the communities that we have the privilege to serve deserve our very best every day. We are a results-driven organization that focuses on empowerment and impact. If you want to apply for this opportunity, it should only be because you feel ready for the challenges and expectations that come with joining this kind of team. (EOE)

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA):

The Occupational Safety and Health Administration (OSHA) ensures safe and healthful working conditions to workers by setting and enforcing standards and by providing training, outreach, education and assistance. Westhab complies with all applicable OSHA standards, rules and regulations in addition to keeping our workplaces free of serious recognized hazards.