Accounting Supervisor

City of Charlotte; Town of Charlotte (NY); On-site; USD 90,000 - 129,000; Full time

Job summary

The City of Charlotte is seeking a seasoned Accounts Payable Supervisor in the Finance Department to lead AP operations, vendor onboarding, payment processing, and exception resolution. You will ensure compliance with city policies and accounting standards while coaching AP staff and driving process improvements.

Responsibilities include overseeing the full invoice lifecycle, payments (ACH, checks, wires), vendor file maintenance, 1099 reporting, and coordination with auditors.

Qualifications

• Experience in Accounts Payable and government accounting principles.
• Ability to supervise and develop staff in a public-sector environment.
• Strong knowledge of Excel, ERP systems, and internal controls.

Responsibilities

• Oversee full invoice lifecycle including three-way match and approvals.
• Manage payments (ACH, checks, wires) and review payment batches.
• Maintain vendor files, W-9 collection, and tax classifications.
• Coordinate 1099 reporting and IRS compliance.
• Monitor AP aging, accruals, and liabilities for reporting.
• Lead process improvements to enhance AP efficiency and controls.

Skills

Advanced Microsoft Excel

Macros

Pivot tables

Lookup functions

Education

High School Diploma or equivalent

Associate degree

Bachelor's degree

Master's degree

Equivalent education/experience

Tools

ERP software

Job description

Department: Finance Department

Salary: $89,552.00 - $128,730.99 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Responsible for supervising Accounts Payable operations within the Financial Services Division, including oversight of invoice processing, vendor onboarding, payment disbursements, and exception resolution. Ensures compliance with City policies, internal controls, and accounting standards while providing leadership, training, and performance management for AP staff. Supports process improvements, technology adoption, and financial reporting requirements.

Supervise Accounts Payable staff responsible for invoice processing, vendor onboarding, payment runs, and exception resolution. Provide coaching, training, and performance feedback to support staff development and ensure consistent application of AP procedures.

Duties and Responsibilities:

• Oversee the full invoice lifecycle, including three‑way match validation, coding accuracy, and workflow approvals.

• Ensure timely and accurate processing of payments, including ACH, checks, virtual cards, and wire transfers. Review and approve payment batches, adjustments, voids, and reissues.

• Oversee vendor file maintenance, including W‑9 collection, tax classification, and address updates.

• Manage 1099 reporting and ensure compliance with IRS regulations.

• Monitor AP aging, accruals, and outstanding liabilities to support financial reporting.

• Ensure proper handling of duplicate payment prevention, credit memos, and vendor disputes.

• Lead continuous improvement initiatives to enhance AP efficiency, accuracy, and internal controls.

• Maintain and update AP procedures and policies to ensure compliance with City guidelines, state regulations, and audit requirements.

• Support ERP system maintenance, including identifying system defects, evaluating customization requests, and documenting testing results.

• Develop and implement internal controls to safeguard City funds and reduce financial risk.

• Coordinate with internal and external auditors during AP‑related audits and reviews.

• Manage monthly AP closing activities, including accruals, reconciliations, and reporting. Prepare AP aging reports, exception summaries, and performance metrics for management review. Conduct research and analysis to resolve complex invoice discrepancies, vendor issues, or payment errors. Prepare responses to Public Records Requests related to AP operations. Perform additional accounting and reporting duties as assigned.

• Respond to escalated vendor inquiries regarding invoice status, payment timing, and discrepancies.

• Coordinate with departments citywide to ensure accurate invoice coding, proper approval routing, and timely issue resolution.

• Provide guidance on AP processes, policies, and system functionality. Communicate effectively with internal departments, external vendors, and procurement partners.

• Use advanced Excel functions to analyze and manipulate financial data. Support technology adoption and change management initiatives within the AP team.

• Assist with data integrity efforts, including identifying and correcting system errors or inconsistencies.

Preferred Qulifications:

• Supervisory experience for financial positions

• Knowledge and understanding of generally accepted accounting principles for governmental organizations.

• Advanced Microsoft Excel skills (macros, pivot tables, lookup functions)..

• Demonstrates an aptitude for learning a variety of software applications. (Experience with ERP software)

• Ability to establish and maintain effective working relationships in a team environment.

• Capability to prioritize, multi-task and meet deadlines.

• Excellent communication and interpersonal skills.

Minimum Qualifications:

• High School Graduate or Equivalent and nine (9) years of related work experience

• OR

• 2 Year College Degree and seven (7) years of related work experience

• OR

• Bachelor’s Level Degree and five (5) year of related work experience

• OR

• Master’s Level Degree and three (3) years of related work experience

• or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties.

CONDITIONS OF EMPLOYMENT

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.