ACCOUNTS PAYABLE SUPERVISOR

Batavia Downs Gaming; City of Batavia (NY); On-site; USD 62,000 - 81,000; Full time

Job summary

Batavia Downs Gaming is seeking an Accounts Payable Supervisor to oversee the AP function, ensuring timely and accurate invoice processing and proper authorizations. You will maintain vendor records, verify tax documentation, and support month-end close and audit activities.

The role requires a two-year accounting or finance degree with several years of accounting experience and valid NY gaming licenses. Strong Excel and ERP proficiency is essential for success.

Qualifications

• Two-year degree in Accounting, Finance, or related field, plus four years of accounting experience (or six years total).
• Must be approved for and maintain a valid Video Lottery Gaming Non-Key Employee license and racing license issued by the NYS Gaming Commission.

Responsibilities

• Supervise the Accounts Payable function and ensure policy compliance.
• Manage vendor records and collect tax documentation (W-9/1099).
• Review invoices, POs, pricing, terms, and coding before payment.
• Maintain vendor and invoice data; prepare AP aging and management reports.
• Process disbursements with proper approvals and internal controls.
• Supervise AP staff and provide training and guidance.
• Assist with month/quarter/year-end close, accruals, reconciliations and supporting workpapers.
• Perform other duties as assigned.

Skills

Accounts payable

PO matching

Vendor management

GAAP

Internal controls

Tax reporting (W-9, 1099)

ERP systems

Microsoft Dynamics GP

Excel

Communication

Education

Two-year degree in Accounting or Finance

Relevant accounting coursework

Tools

Microsoft Dynamics GP

ERP systems

Excel

Outlook

Job description

DEPARTMENT: FINANCE

SALARY GRADE: 4

SALARY RANGE: $61,800 – $81,370

FLSA STATUS: NON-EXEMPT

NUMBER OF POSITIONS: 1

LICENSE STATUS: NON-KEY & RACING

GENERAL STATEMENT OF DUTIES

Under the general direction of the Deputy Chief Financial Officer, the Accounts Payable Supervisor is responsible for the administration and supervision of the Corporation’s accounts payable operations. Key responsibilities include ensuring the timely, accurate, and properly authorized processing of invoices and payments, the maintenance of appropriate fiscal records, and compliance with applicable federal and state requirements, New York State Gaming Commission requirements, and Corporation policies, procedures, and internal control standards.

Duties And Responsibilities

• Supervise and administer the Accounts Payable function for the Corporation and ensure compliance with applicable Corporation policies and procedures, including procurement and purchasing requirements, as well as applicable laws, regulations, and regulatory guidance.
• Ensure that vendor records are properly established and maintained, including collection and review of required tax documentation, and verify vendor classification and reporting status in accordance with Internal Revenue Service requirements.
• Review invoices, statements, receiving records, and related supporting documentation; perform matching to purchase orders and other approvals; and verify pricing, quantities, terms, coding, and compliance prior to payment processing.
• Maintain accurate vendor and invoice information within the accounts payable and financial systems; monitor outstanding liabilities; and prepare periodic accounts payable and aging reports for management review and audit support. JOB TITLE: ACCOUNTS PAYABLE SUPERVISOR (continued)
• Process disbursements to vendors through approved payment methods and ensure that all payments are supported by proper documentation, required approvals, and adherence to established internal controls and segregation-of-duties requirements.
• Supervise assigned Accounts Payable personnel, including the distribution and review of work, training, guidance on procedures, and oversight of day-to-day operations to promote accuracy, timeliness, and compliance.
• Assist with monthly, quarterly, and year-end closing activities, including the preparation of accounts payable accruals, reconciliations, supporting schedules, and workpapers required for financial reporting and audit purposes.
• Perform other related duties as assigned.

Required Knowledge, Skills And Abilities

Thorough knowledge of accounts payable principles, practices, and procedures, including invoice review, purchase order matching, disbursement processing, vendor file administration, and record retention. Good knowledge of generally accepted accounting principles, internal controls, and fiscal documentation standards. Good knowledge of applicable tax reporting requirements, including vendor documentation and information reporting associated with Forms W-9 and 1099. Working knowledge of procurement and purchasing controls in a New York Public Benefit Corporation or similarly regulated environment. Ability to interpret and apply written policies, procedures, and regulatory requirements. Ability to supervise staff and review work for accuracy, completeness, and compliance. Ability to prepare reports, reconciliations, and supporting documentation for management review and audit purposes. Proficiency with computerized financial systems and standard business software, including Microsoft Excel and Outlook. Experience with Microsoft Dynamics GP or similar enterprise reposting financial (ERP) systems. Ability to communicate effectively with vendors, auditors, management, and other departments and to maintain professional working relationships.

Acceptable Training And Experience

A two (2) year degree from an accredited college or university in Accounting, Finance, or a related field, plus a minimum of four (4) years of accounting experience; or an equivalent combination of education, experience, and training totaling six (6) years sufficient to demonstrate the ability to perform the essential duties of the position. Must be approved for and maintain a valid Video Lottery Gaming Non-Key Employee license and racing license issued by the New York State Gaming Commission.

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This is a largely sedentary role; however, some filing is required. This may require the ability to lift or move up to 15 pounds at a time, move files, open filing cabinets, and bend or stand as necessary. Effective communication is required. Reasonable accommodations may be made for to enable individuals with disabilities to perform the essential functions of the position.