Accounts Receivable and Payables Manager

Job Description

Accounts Receivable and Payables Manager

Department: Accounting
Corporate Area: Corporate Services
Status: Full-time/Regular/Exempt
Supervisor: Senior Director, Assistant Controller of Accounting Operations

Position Overview:

The Accounts Receivable and Payables Manager manages all activities related to the accounts receivable (AR) and accounts payable (AP) functions including customer invoice creation, cash collections, customer billing and payment inquiries as well as vendor invoicing and payments, employee expense reporting and payments and all other associated activities. This role will supervise the AP Specialists, Senior AR Specialist, and Operations Accountant, manage task allocation amongst team members, and provide team members opportunities for cross training to allow uninterrupted support in these key operational areas.

Key responsibilities will include, but are not limited to:
• Oversee the entire accounts payable process, including both vendor payments and employee expense reimbursements. Supervise and assist the AP Specialists in properly processing transactions and resolving employee and vendor questions.

• Review all AP vendor and employee expense activities for appropriate approvals, identification of sales/use tax, if applicable, and overall compliance with policies and procedures prior to disbursement. Post transactions in the accounting system.

• Periodically review vendors to ensure accurate classification for IRS Form 1099 reporting purposes. Prepare and send IRS Form 1099s by the annual deadline.

• Process payments, including printing checks and obtaining appropriate signatures, initiating wire, ACH requests (PayMode), and sending all payment verification data to the bank (Positive Pay).

• Monitor outstanding check listing to recommend stop payments or reissuance of checks. Prepare unclaimed property filings.

• Review the monthly travel and purchase credit card statement and reconciliation.

• Oversee the entire accounts receivable process including creation of customer invoices, monitoring of outstanding balances, and timing completion of collections. Assist AR staff in properly processing transactions and resolving customer questions.

• Ensure all balances due from parties outside of PBS are reported in the general ledger accounting system. Respond to queries from management or program areas regarding customer balances.

• Supervise the AR specialist and Operations Accountant to ensure cash receipts are applied appropriately to outstanding receivables or as revenue. Ensure all revenue, deferred revenue, and receivable activities are posted to the accounting system and reconciled on a monthly basis.

• Ensure proper internal controls are in place and followed in the AR and AP processes.

• Review and prepare audit schedules for the AR and AP areas.

• Assist in reviewing processes and procedures of the AR and AP teams to identify ways to improve efficiency and become less reliant on manual processes. Elevate improvements to the Assistant Controller of Accounting Operations for consideration and implementation.

• Provide strong customer service on an individual basis or through team members by responding to all inquiries in an accurate and timely manner from internal and external individuals.

• Perform other duties as assigned.

Requirements for success:
• Bachelor's degree in Accounting, Business administration, or related field. Experience with not-for-profit institutions preferred.

• 5 years of relevant work experience in general operations of a non-profit or other corporate entity with management experience in the AR and AP areas preferred. Public accounting experience a plus.

• Proficient in Microsoft Office Applications. Microsoft Dynamics AX experience a plus.

• Ability to take ownership to minimize errors.

• Able to work under pressure, pay attention to detail, handle multiple tasks simultaneously, and recommend best practices.

• Comfortable with change, and able to react to change productively and resolve conflicts.

• Ability to accurately apply professional knowledge, skills, expertise, and judgment to achieve excellent customer service in all interactions.

• Excellent organizational, interpersonal, and communications (written and verbal).

• Ability to communicate corrections or changes in a proactive and productive manner; and to communicate proactively regarding project status, barriers, and possible solutions.

• Ability to work effectively in a collaborative environment. Ability to work with other divisions and develop strong relationships with program areas.

• Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered. Proof of vaccination required.

PBS is an Equal Opportunity Employer in accordance with the EEOC and the Commonwealth of Virginia.

Jobcode: Reference SBJ-d98bzm-18-117-188-64-42 in your application.