Supervisor, Accounting (DMA #50043)

New Mexico Department of Justice; Santa Fe (NM); On-site; USD 65,000 - 95,000; Full time

Job summary

New Mexico Department of Military Affairs seeks an Accounts Payable Manager to oversee all AP workflows, ensuring timely, accurate payments and strong internal controls. You will supervise three AP staff, audit vouchers, and coordinate with the CFO, procurement, and program divisions, leveraging SHARE ERP and GAAP guidelines.

The ideal candidate has government accounting knowledge, strong Excel skills, and leadership abilities.

Qualifications

• Bachelor's Degree in Accounting, Finance, Auditing, or Business Administration.
• Three (3) years directly related work experience in accounting, auditing, budgeting, CAFR, and financial audits.
• Any combination of education/experience totaling seven (7) years may substitute for the required education and experience.

Responsibilities

• Supervise three full-time accounts payable staff and provide ongoing training and support.
• Audit and approve vouchers; manage warrant cancellations and non-travel reimbursements.
• Process journal entries and OPRs; ensure compliance with MAPS, GAAP, GASB and regulations.
• Track AP metrics; assist with year-end reconciliations and reporting.
• Resolve vendor disputes, invoice discrepancies, and payment issues promptly.

Skills

Accounts payable

Staff supervision

Microsoft Excel

ERP systems

SHARE financial system

GAAP knowledge

Governmental accounting

Attention to detail

Communication

Leadership

Education

Bachelor's degree in Accounting or related field

Tools

SHARE financial system

ERP software

Microsoft Excel

Job description

Press Control+M to start dragging object

For more Job Requirements & Classification Description:

Interviews are anticipated to be conducted within two weeks of closing date.

The Department of Military Affairs (DMA) operates pursuant to Article I, Section 8, of the Constitution of the United States and Article XVIII, Sections 1 and 2, of the Constitution of New Mexico. The department is established and governed by the New Mexico Military Code (Chapter 20 NMSA 1978).

DMA consists of several operating units in the Agency that house both state and federal personnel. The National Guard Bureau and the State have entered into the Master Cooperative Agreement to establish the resources, funds, and conditions for the operation and training of the New Mexico Army and Air National Guard. DMA is responsible for the management, supervision, operation, and application of this agreement to ensure proper administration of the Agreements. All DMA activity related to administrative functions must comply with outlined program requirements.

Why does the job exist?

The purpose of this position is to assist the Finance Department in all aspects of accounts payable functions for all divisions and programs within DMA. This position ensures timely and accurate payment of all agency obligations while overseeing the full accounts payable workflow, including invoice processing, vendor verification, reconciliation, and disbursement. It maintains strong internal controls to prevent errors, fraud, and mis-allocated expenditures and provides leadership and supervision to AP staff to ensure consistency, efficiency, and compliance. Reporting directly to the CFO, this role coordinates with procurement, budget, accounts receivable, and DMA program divisions to resolve payment issues, support operational needs, manage vendor relationships, and ensure a high level of customer service within the accounts payable section. The AP Manager supports audit readiness, ensures fiscal year-end deadlines and reporting requirements are met, and identifies opportunities for modernization and process improvement in collaboration with the CFO. The position ensures the accuracy, completeness, and timeliness of all payments to suppliers and invoices to customers by auditing and approving vouchers funded by federal, state, and other sources and reviewing transactions for compliance with MAPS, GAAP, GASB, and applicable federal regulations. The AP Manager also reviews and approves all journal entries and OPRs prepared by staff.

How does it get done?

This position directly supervises and assigns work to three full-time accounts payable staff and provides ongoing training and support to ensure efficient AP operations. It audits and approves vouchers in a timely manner and responds promptly to inquiries from staff, vendors, and agency departments. The role processes warrant cancellations, prior-year payment requests, P-card vouchers, and non-travel reimbursements, and also reviews and approves journal entries and OPRs. It runs outstanding warrant, accounts payable, and voucher status reports and troubleshoots errors, denials, and complex financial issues to ensure accurate vendor payments. The position maintains and updates AP policies and procedures, tracks AP metrics for reporting to the CFO, and assists with year-end reconciliations and reporting. Additionally, it participates in cross-departmental meetings to align processes, provides recommendations to the CFO on AP issues, and resolves vendor disputes, invoice discrepancies, and payment issues promptly.

Who are the customers?

New Mexico National Guard; Department of Military Affairs Executive Management, State Program Employees, and DMA Staff; and the Citizens of New Mexico.

Ideal Candidate

The ideal candidate has strong experience in accounts payable and staff supervision, is proficient with the SHARE financial system or other ERP and accounting software, and is skilled in Microsoft Excel. They understand governmental accounting and Model Accounting Principles. This candidate communicates effectively, delivers excellent customer service, demonstrates attention to detail and strong leadership, and works well both independently and collaboratively. They are highly organized and able to manage multiple priorities with accuracy and professionalism.

Bachelor's Degree in Accounting, Finance, Auditing, or Business Administration and three (3) years directly related work experience in accounting, auditing, budgeting, preparing Comprehensive Annual Financial Reports, and conducting financial audits. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling seven (7) years may substitute for the required education and experience.

Employment Requirements

Must possess and maintain a valid Driver's License with no limitations or restrictions. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification as a condition of continued employment.

Working Conditions

Office setting, exposure to Visual/Video Display terminal (VDT) and extensive persona! computer and telephone usage with extended periods of sitting. Frequent use of State vehicle. Standard business hours 7:00 A.M. - 3:30 P.M. Monday through Friday.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.