Accounts Payable SupervisorThe Herff Jones Accounting team is looking for an Accounts Payable Supervisor to join our HJ Family.The Accounts Payable Supervisor oversees the accounts payable team, directs the processing of invoices and payments, and maintain accurate financial records and controls. You will be working closely with cross-functional business partners to ensure timely and accurate recording and reporting of accounts payable transactions. You will lead the team in driving continuous improvement through use of enhanced technology and performance metrics to help to shape the future of the Shared Services organization.What we want you to accomplish:Lead the AP function, managing day-to-day operations and owning the monthly AP close processAssist in streamlining and improving Accounts Payable functionsAssist with new ERP integration and testing.Core Activities:Communicate effectively and professionally with outside suppliers to resolve problemsServe on project teams, such as system upgrades or process enhancements by conducting user acceptance testing for processes affecting Accounts PayableEnsure the invoices and payments are processed in accordance with terms, with a high degree of accuracy and timelinessUnderstand the full invoice to cash cycle to quickly identify the source of bottlenecks, problems, and drive issues to resolutionSupport the accuracy of Accounts Payable related to general ledger accounts by ensuring that routine activities are being completed in a timely manner.Research, resolve and communicate invoicing issues, discrepancies, or outstanding balances on vendor accounts accordinglyAssist in the development and implementation of our continuous improvement strategy within AP.Develop, implement, and maintain standard systems and processes to ensure adherence to company policiesAssemble information for external auditors for the annual audit and quarterly reviewsMaintain desktop procedures for all responsibilitiesReconcile processed work by verifying entries and comparing them to system reportsReview mock payment run prior to sending to Controller for approval weeklyReconcile processed payments by verifying to approved payments file weeklyObtain proper approvals for invoices/items for paymentPay vendors by monitoring discount opportunities and scheduling and preparing payments via check or ACHMaintain current and new vendor setups (verify federal/tax ID numbers, method of payment, payment terms, payment and withholding addresses) and provide approvalsMaintain route codes and the approval (authority) matrixReview and issue stop payments, void and reissue requestsReview and approve/deny Positive Pay exceptionsPartner closely with the accounting team to ensure accurate posting of all transactionsPerform month end close process, as backupReview month-end close reconciliationMaintain supporting documents and invoices electronicallyReview aged credits and invoices (90+ days) for accuracyRespond to vendor & internal inquiries as needed; Verify vendor accounts to monthly statementsIncrease Vendor ACH EnrollmentWrite and maintain/update procedure documentsRun the 1099 process and file return with the IRSMonthly metrics for Accounts Payable (errors, volume processed)Protect confidentiality of all Company financial informationAssign duties or additional responsibilities to AP Specialist(s) as neededSpecial projects may be assigned periodicallySuccess Indicators:Ability to work independently, exercising discretion and sound judgment.Skilled team player with interpersonal skills and a record of successfully working with cross-functional business stakeholdersDemonstrated success managing workload and prioritizing based on current business needs and time constraintsAbility to effectively communicate with the Accounting Manager any questionable items prior to processingPossess great attention to detail and excellent organization skillsIncrease job knowledge by participating in additional educational opportunitiesEducation / Certifications Required:HS Diploma or equivalent5-7 years + prior work experience in Accounts PayableExperience with OCR reader technology preferredAssociate Degree in Accounting encouraged to applyProficient in Microsoft Word, Excel & OutlookAbout Herff Jones:Indianapolis-based Herff Jones is the leading provider of graduation and educational products and services designed to inspire achievement and create memorable experiences for students.
Herff Jones' products include class rings and jewelry, caps and gowns, diplomas and announcements as well as motivation and recognition programs. Focused on building long-term relationships through a nationwide network of over 1,400 employees and sales partners, the professionals at Herff Jones have been helping elevate the student experience throughout the lifelong journey of education for more than 100 years.Herff Jones, Inc. and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law.
Herff Jones strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity.