Director - Accounts Payable
Position Summary:
The Accounts Payable Director reports to the Controller and is responsible for directing the Accounts Payable team's operations and the complete, accurate, and timely payment processing of all approved vendor invoices and 1099 reporting. This includes ensuring that variances between purchase orders, invoices, good receipts, and/or vendor payments are identified and resolved. The Accounts Payable Director is also responsible for ensuring i) that all payments and short-term liabilities are properly recorded and ii) ensuring compliance with board policy, federal and state law, and GAAP, including state tape filing and audit requirements. The position is also responsible for verifying and monitoring department activities through the preparation and/or review of related trial balance reconciliations, appropriate resolution of variances, and financial reporting.
Essential Duties:
- Ensures complete, accurate, and timely vendor payment processing and identify and resolve any variances between purchase orders, invoices, good receipts and vendor payments.
- Analyzes current vendor terms and identifies areas for improvement to drive value for the district.
- Maintains check stock security, check log, void check, issued check and urgent check activity with dual approval to ensure proper internal controls.
- Prepares IRS 1099 annual reporting requirements.
- Ensures that the roles and responsibilities of the department are implemented in accordance with the District’s policies and regulations, federal and state laws, and GAAP.
- Maintains the department webpage and applicable components of School Finance webpage ensuring that they contain complete, accurate, and current procedures and instructions.
- Develops and presents training related to department specific functions to all applicable district personnel.
- Ensures complete and accurate department/desktop manuals are maintained in sufficient detail for training and backup purposes.
- Through self-study or sponsored professional development, keeps informed of business and financial laws, policies, and regulations affecting the business affairs of the District and monitors for adherence and compliance.
- Shares responsibilities of other members of the department/division during peak periods or when there is an overload of duties, or fill in when an individual is away from the work station.
- Functions as liaison between SAP provider, consultants and district staff. Identifies configuration changes which can enhance system functionality. Performs system testing for mandated/requested configuration maintenance and updates.
- Identify, recommend, and implement improvements to policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
- Directs overall management of department staff (i.e. resource selection, development, management, and prioritization) including, determining roles and responsibilities, recruiting and resource/staff selection, training and coaching staff, performance management, evaluation, and recognition, and promoting professional development.
- Coordinates the department's activities of the annual financial audit.
- Responsible for documentation, maintenance and completion of closing processes (monthly, quarterly or annually) to ensure accurate financial reporting in accordance with GAAP.
- Prepares/reviews balance sheet reconciliations documenting identified variances and resolutions, escalating unforeseen variances as appropriate.
- Prepares or reviews department monthly/quarterly/yearly financial statements and reporting for internal and external use.
- Responsible for responses and analytical information as requested by management, external auditors, internal investigation teams or when issues are identified for further review.
- Review and revise all department related Board of Education policies and regulations annually.
- Maintains and develops customer service relationships with both external and internal customers and other departments by responding promptly and courteously to customer needs and expectations. Handles more complex accounting discrepancies and customer service calls.
- Manages resources and technology to maximize efficiencies and savings.
- Utilizes teamwork by working collaboratively with fellow employees and others to achieve identified goals and objectives.
- Maintains confidentiality with all sensitive information.
- Develops interpersonal relations by building productive rapport with employees at all levels within and outside the department. All employees are treated with fairness, dignity and respect.
- Performs other duties as assigned.
Minimum Qualifications (Knowledge, Skills and/or Abilities Required):
- Bachelor’s degree in accounting, finance or business administration with finance emphasis
- Ten (10) years of financial accounting experience including five (5) years of accounts payable management.
- Proven ability to lead and motivate team, seeing each team member's ability to succeed and mentoring them appropriately and address shortcomings appropriately.
- Excellent verbal and written communication skills and the ability to interact professionally with diverse groups, executives, managers, and subject matter experts.
- Expert excel skills with the ability to create complex spreadsheets with minimal oversight.
- Proven ability to conceptualize, as well as think independently and handle multiple projects through to completion.
- Strategic planning experience that demonstrates success working collaboratively with key players in establishing goals, objectives and action plans to produce expected ends/results desired.
- Strong organizational and interpersonal skills, self-motivated, with the ability to prioritize and delegate as necessary.
- GAAP and financial internal controls knowledge
- Willingness to pursue professional certification in area of expertise.
Preferred Qualifications (Knowledge, Skills and/or Abilities Preferred):
- SAP software or other general ledger/accounting/ERP software experience
- Public education or governmental experience
- OCAS (Oklahoma Cost Accounting System) knowledge
- CPA (Certified Public Accountant) or other industry related certification
Physical/Mental Requirements:
- Must have adequate manual dexterity to write legibly and perform required duties on the computer.
- Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
- Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
- Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
- Sitting for prolonged periods of time.
- May periodically require work outside of normal business hours, including weekends, under sometimes stressful conditions in order to meet business needs and strict deadlines.
Work Environment:
- Office duties will be performed in a well-lighted, climate controlled environment.
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Reports To: Executive Director of Finance
FSLA Status: Exempt
Compensation: Schedule 803
Work Days: 242
FTE: 8 hours per day
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.
