AP Supervisor

City Colleges of Chicago; Chicago (IL); Presencial; USD 70.000 - 80.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health benefits

Pension plan (SURS)

Tuition reimbursement

Vacation, holidays, personal leave

Descripción de la vacante

City Colleges of Chicago is seeking an Accounts Payable Supervisor to lead the AP team, oversee invoice auditing, expense reimbursements, and vendor payments. The role reports to the Director of Accounts Payable and partners with HR and management to ensure accurate, timely processing aligned with CCC policies.

The ideal candidate has 4+ years of AP experience, strong analytical and communication skills, and proficiency with PeopleSoft and Microsoft Office 365.

Formación

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• Four years of professional experience Accounts Payable or related area.
• Experience supervising AP staff preferred.
• Proficiency in PeopleSoft Financial Systems or similar ERP.
• Strong communication, analytical, and organizational skills.
• Proficiency in Microsoft Office 365.

Responsabilidades

• Oversees daily workflow to ensure efficient auditing of invoices and processing of expense reimbursement requests.
• Monitors AP staff work for accuracy, timeliness, and contract compliance.
• Ensures timely submission of documentation for reimbursements including tuition and travel.
• Oversees vendor disbursements and reviews payments for compliance with contracts.
• Leads staff meetings, addresses issues, and resolves problems escalated from AP staff.
• Trains and coaches AP staff to improve processes and engagement.
• Collaborates with HR and management on staffing and process improvements.
• Works with OIT to update AP modules and system processes in PeopleSoft.

Conocimientos

Interpersonal skills

Communication

Analytical

Organizational skills

Problem-solving

Diversity awareness

Office 365

Educación

Bachelor's degree

Herramientas

PeopleSoft Financials

Microsoft Office 365

Descripción del empleo

The Accounts Payable Department analyzes, processes, distributes,and reports on vendor invoices and internal reimbursement paymentsfor CCC faculty, staff, and students. In addition, Accounts Payableis responsible for ensuring that District Funds are disbursedaccurately, timely, and in accordance with CCC policies andprocedures.

PRIMARY OBJECTIVE

Reporting to the Director-Accounts Payable, The Accounts PayableSupervisor oversees the day-to-day operations of the AccountsPayable (AP) department and provides direct supervision of staffengaged in the auditing and processing of invoices and expensereimbursement transactions. The position is responsible forassigning and monitoring workflow, ensuring compliance withapplicable regulations and established policies and procedures,investigating and resolving operational issues, and supporting theaccurate and timely processing of travel, tuition, and otheremployee reimbursements as well as vendor payments.

Working in a fast-paced, team-oriented environment, the AccountsPayable Supervisor works closely with the Director to implementdepartmental procedures, support process improvements, and ensurehigh levels of customer service to vendors and internalstakeholders. The position assists in maintaining continuity ofdepartmental operations during the Directors absence and performsrelated duties as required.

ESSENTIAL DUTIES

• Oversees daily workflow to ensure the efficient auditing ofinvoices, review and processing of expense reimbursement requests,and the disbursement of payments.
• Monitors AP staff work processes to ensure paymentdisbursements are appropriately supported, accurate, timely, andapproved in compliance with procedures and vendor contractrequirements.
• Ensures adherence to policies and procedures for the proper andtimely submission of documentation for expense reimbursementincluding tuition, professional development, and travel.
• Oversees vendor disbursements for accuracy and timeliness ofpayments; reviews and monitors payments for compliance with vendorcontracts; maintains working relationships with vendors.
• Conducts regular staff meetings to review work productivity andfunctions, addresses complaints, and resolves problems andissues.
• Responds to questions and problems escalated from AP staff toensure professional, accurate, and timely resolution ofissues.
• Participates in the review and processing of AP transactionsand support documentation, including payments, authorizations,check requests, and invoice transactions.
• Works with management and HR staff in the interviewing andhiring of staff; evaluates and appraises staff performance;addresses performance issues; and implements disciplinary actionsas needed.
• Trains and provides ongoing coaching to AP staff on workprocesses; creates a work environment that is constructive andcontributes to an atmosphere of effectiveness, engagement, and opencommunication.
• Provides guidance and training on AP processes and travel andexpense reimbursement procedures to staff in colleges BusinessOffices, district Business Managers, and various departments.
• Serves as a liaison to vendors and to college and districtlevel staff in various departments to resolve escalated issues andproblems.
• Assists the Director-Accounts Payable in monitoringdepartmental operations, identifying workflow challenges, andimplementing process improvements to enhance service, accuracy, andefficiency.
• Assists in maintaining departmental procedures and internalcontrols to support compliance with applicable regulations, auditrequirements, and CCC policies.
• Works with OIT and systems support staff on updating andmaintaining functionalities of PeopleSoft AP and travel and expensereimbursement modules, including testing and implementing new orupdated system processes and improvements.
• Reviews and prepares weekly check runs to ensure accuracy ofall payments disbursed to vendors.
• Updates and oversees the updating of vendor information andbanking details within PR financial database.
• Assists in the month-end closing and reconciliation. Reviewsmonthly banking financial statements (PNC) and investigatesvariances.
• Serves as final approver of invoices and the key point ofcontact for Concur Travel Services vendor for travel reimbursementrequests.
• Generates and reviews biweekly AP Open Liability and VendorHold reports for accuracy.
• Contributes to the development of district-wide accountspayable related policies and procedures.
• Implements improvements to processes, procedures, and workflowin response to changes in union contracts and CCC policies and tocreate efficiencies.
• Utilizes online banking system to research vendor check mattersincluding ACH payments and initiates void payment requests .
• Accountable for ensuring monthly closing of financial recordsand posting of month end journal vouchers to provide accuratefinancial information .
• Works on special projects related to process improvementinitiatives to streamline processes and increase efficiency andaccuracy in the processing of AP transactions and expensereimbursements requests.

REPORTING RELATIONSHIPS

Reports To Director-Accounts Payable

Direct Supervision Accounts Payable Analyst; Senior AccountsPayable Analyst; Senior Accounts Payable Analyst II; temporary APstaff

QUALIFICATIONS

• Bachelors degree from an accredited college or university inAccounting, Finance, Business Administration, or a relatedfield.
• A minimum of four years of professional experience in accountspayable, accounting, financial operations, or a closely relatedarea required.
• Experience supervising, leading, or coordinating the work ofstaff in an accounts payable, accounting, or finance environmentpreferred.
• An equivalent combination of education and experience may betaken into consideration at managements discretion.
• Demonstrated proficiency in using PeopleSoft Financial Systemsor similar enterprise financial management systems.
• Knowledge of Accounts Payable operations, financial controls,and general accounting principles and practices.
• Excellent interpersonal and communication skills.
• Strong analytical, organizational, and problem-solvingskills.
• Ability to work within a culturally diverse environment.
• Ability to exercise sound judgment and handle sensitive andconfidential matters with tact, persuasiveness, anddiplomacy.
• Proficiency in the use of Microsoft Office 365 (Word, Excel,PowerPoint, Outlook, Teams).

$70,251 to $80,000

Offered salary will be determined by the applicant’s education,knowledge, skills, and abilities, as well as other factors such asinternal equity.

Benefits information is found athttps://www.ccc.edu/departments/Benefits/

WE OFFER:

Excellent health and welfare benefit package andlong-term savings and investment programs including 403(b) &457(b) Investment Plans and a pension plan with the StateUniversity Retirement System (SURS) Plan. Generous vacation,holiday, personal and sick days, and tuition reimbursement. For amore detailed overview of benefits, please visit the benefits pageof our website.

We are an equal opportunity and affirmative actionemployer.

Chicago residency is required for all full-time employees within6 months of hire.

Thank you for your interest in CCC!

TBD