301-Financial Services - 1231-301 Accounts Payable Supervisor

Village Management Services, Inc.; Laguna Woods (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Village Management Services, Inc. is seeking an Accounts Payables Supervisor to lead the AP team, manage invoice processing, and ensure timely vendor payments. The role emphasizes strong vendor relations and reporting to the Assistant Director of Financial Services.

On-site in Laguna Woods, CA, the position requires collaboration with divisions, legal counsel, residents and vendors to ensure accuracy and compliance in payment activities. A California driver’s license is required.

Qualifications

• High school diploma with bookkeeping coursework or equivalent.
• Experience in fiscal record keeping or accounts payable processes.
• Familiarity with vendor management and payment cycles.

Responsibilities

• Oversee accounts payable processing and data entry for payments.
• Match receivers, invoices and purchase orders; verify approvals and progress payments.
• Prepare pay checks and assist with accrual journal entries; handle 1099s and related forms.
• Supervise AP staff, train and delegate tasks; ensure accuracy and timeliness.

Skills

Leadership

Vendor relations

Attention to detail

Communication

Time management

Education

High school diploma with bookkeeping

Tools

Accounting software

Job description

Job Description:

JOB SUMMARY:

Under general supervision of the Assistant Director of Financial Services, the Accounts Payables Supervisor plans, organizes, schedules and manages the activities of Accounts Payable. This position ensures that the Company maintains strong vendor relations and on time payments.

Supervision is exercised over division personnel directly. Work involves regular contact with all divisions, departments, legal counsel, union representatives, regulatory agencies, residents, vendors and the general public.

ESSENTIAL FUNCTIONS:

Participates in the processing and computer input for the payment of Mutuals and GRF accounts; matches receivers, invoices and purchase orders, checks for proper approval and processes invoices on contract progress payments; checks all coding and extensions, follows up with vendors and/or other departments to correct discrepancies; reconciles statements, notifies vendors of debit balances due to the Mutuals / GRF, prepares immediate pay checks, assists with accrual journal entries; and researches stale dated checks and follows up with letters to the payees, processes 1099’s and other governmental forms related to accounts payable.

Supervises the Accounts Payable staff to ensure the above tasks are done on time and accurately by each clerk as well as providing training and then assigning and directing work-flow to the clerks.

Reports to the Assistant Director of Financial Services in regard to status of accounts with each vendor on a periodic basis. Provides information to the Controller for financial reporting of Accounts Payable.

Regular attendance required. All duties are performed on-site for the Community.

Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

Responsible for reviewing support for checks paid from reserves funds and coordinating with the Assistant Director of Financial Services to obtain the approval of those payments by the applicable Directors of the Mutuals and GRF.

NON-ESSENTIAL FUNCTIONS:

Answers telephone inquiries relating to area of responsibility or transfers to appropriate desk. Participates in special projects upon request.

Drives a vehicle to meetings, workshops and other job related responsibilities.

EQUIPMENT OPERATED:

Own personal vehicle and Company provided computer, printer, calculator, fax, copy machine, shredder and telephone.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is in a climate-controlled indoor office.

DESIRABLE QUALIFICATIONS:

Graduation from high school including or supplemented by courses in bookkeeping. Experience in fiscal record keeping or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of the computer and applicable software programs to perform the job.
• Knowledge of modern office equipment, practices, systems and procedures.

• Knowledge of the methods, practices and terminology used in financial and statistical clerical work.
• Knowledge of the principles and practices of bookkeeping.
• Knowledge of division and department rules, procedures and functions.
• Knowledge of supervisory practices.

• Ability to post and to make mathematical computations rapidly and accurately.

• Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully.

• Skill in the operation of an adding machine and other standard office equipment.

SPECIAL REQUIREMENTS:

Possession of a valid California Driver’s License

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to finger, grasp, feel and reach. The employee is regularly required to sit for long periods of time (up to 8 hours) and use repetitive motion to operate a keyboard for long periods. The employee occasionally carries, kneels, pulls, pushes, stoops, and lifts up to 10 lbs. of boxes of paperwork.

MENTAL REQUIREMENTS:

While performing the duties of this job the employee reads, solves problems, uses his verbal and written communication skills, and able to handle frequent customer contact, interruptions, and multiple tasks.

The above statements are intended to describe the general nature and level of work being

performed by people assigned to this job.

not intended to be an exhaustive list of

all responsibilities, duties and skills required of personnel so classified.

Requirements: