Hybrid AP/AR Supervisor na City of Charlottesville, VA

About the Department

The Accounts Payable/Accounts (AP/AR) Receivable Supervisor performs professional administrative and complex technical duties supervising, leading, and planning the activities of the accounts payable and accounts receivable processes. Work is performed under limited supervision. Reports to the Comptroller.

To learn more about the City's Finance Department and its operations, please visit: https://www.charlottesville.gov/218/Finance

The preferred hiring range for this position is between $28.97 - $34.89 an hour ($60,257.60 - $72,571.20 Annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, tuition reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system which offers both a defined benefit and a defined contribution option.  While the City does not participate in VRS, the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Position Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Monitors, coordinates, and assigns day-to-day staff activities, invoice payment process, and reviews programs in accounts payable and accounts receivable.
• Supervisors, trains, coaches, and evaluates the performance of subordinate staff; provides input on interviewing, hiring, and disciplinary action, and in accordance with established personnel policy and procedures.

• Identifies, investigates, and resolves complex problems associated with processing of invoices and purchase orders.
• Prepares and oversees the disbursement of vendor payments. Reconciles monthly vendor statements.
• Balances general ledger postings to verify totals; posts and clears wire payments.
• Ensures that internal controls for both accounts payable and accounts receivable are in place and are adhered to at all times.
• Audits invoices, performs data entry of invoices for payment; verifies accuracy of data. 
• Authorizes encumbrance of appropriate funds for purchase orders.
• Serves as the lead in maintenance and training for the SAP AP/AR module.
• Maintains and administers accounts payable databases; analyzes and handles data and prepares standard and ad hoc reports as required.

• Communicates and follows up with internal departments and vendors to resolve issues and determine methods for expediting problem payments.

• Provides customer service and support to internal departments and vendors with respect to various accounts payable and related accounting inquiries.
• Performs daily follow-up on accounts payable communications and issues requiring special or urgent attention.
• Secures vendor W9 forms and verifies accuracy. Reconciles and prepares 1099 forms for mailing to vendors and reporting to IRS.

• Coordinates the periodic upload and download of batches, reports, invoices, and payment forms.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. 
• Regular and reliable attendance.

Other Duties

• Performs additional duties to support operational requirements as apparent or assigned.

Minimum Qualifications

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree in finance, accounting, public or business administration, economics or related field AND 3 years of experience in accounting, bookkeeping and/or accounts payable/receivable.

• High School diploma or GED AND 5 years of experience in accounting, bookkeeping and/or accounts payable/receivable.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred:

• Experience using SAP.
• Local government accounting experience. 

Certifications/Licenses/Other:

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics:
Job Knowledge

• Comprehensive knowledge of accounts payable/receivable, bookkeeping, and general accounting practices, procedures, methods, and terminology.
• Thorough knowledge of automated AP/AR systems.
• Through knowledge of standard office procedures, practices and equipment.
• General knowledge of supervisory principles and practices. 

Reading

• Advanced: ability to read and understand complex written materials such as books, reviews, state and federal regulations, technical journals, multi-step instruction manuals, financial reports, and/or legal documents.

Writing

• Intermediate: ability to organize data and write clear and concise reports, prepare business letters, ads, logs, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Reviews documents for professional, technical, and content errors, and may be called on to review and revise more complex documents. Maintains complex financial records and prepares financial reports accurately.

Math

• Advanced: ability to apply fundamental concepts of theories, work with advanced mathematical operations methods and functions of real and complex variables. Thorough knowledge of mathematical and financial principles and analyses.

Communication Skill

• Advanced:  Communicates revised policies and makes recommendations regarding policy development and implementation. Establishes and maintains effective working relationships with City staff, leaders, vendors, and the public. Analyzing complex or difficult communication situations and formulating effective responses. May involve support of controversial positions or the negotiation of sensitive issues or important presentations.   Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction. Exercises independent judgment in complex legal and financial negotiations.

Independence and Decision-Making

• Requires Limited Direction: normally completes work according to their own judgment, requesting supervisory assistance occasionally. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.

Technical Skill

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Intermediate skill in Microsoft Office programs, SAP, and financial management systems and software.

Fiscal Responsibilities

• Manages City financial accounts payable/receivable. Prepares accounting, budget, and purchasing documents; and does research to justify language used in documents. May monitor and/or recommend budget allocations.

Supervisory Responsibilities

• Supervises, assigns work, monitors, and evaluates performance for a regular group of employees. Input carries substantial weight on hiring, discipline, work objectives, goals, and assignments.

Other Characteristics: 

• Organization and time management skills; sometime under strict time constraints.
• Frequent change of tasks.
• Perform multiple tasks simultaneously.
• Tedious or exacting work.
• Working closely with others as part of a team.
• Multi-functional fast paced environment.
• Must work effectively with sensitive and confidential issues.
• May require dealing with angry, frustrated and/or upset individuals.

Other Qualifications

Physical Demands:

• Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects; remains in stationary position most of the time.
• Moves about inside the office to access file cabinets and office machinery.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. 
• Must be able to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.    
• May require visits to other City offices and facilities, and occasional trips to external offices or sites.
• The noise level is typically moderate.

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