Accounts Payable Supervisor

Accounts Payable Supervisor

The Herff Jones Accounting team is looking for an Accounts Payable Supervisor to join our HJ Family.

The Accounts Payable Supervisor oversees the accounts payable team, directs the processing of invoices and payments, and maintain accurate financial records and controls. You will be working closely with cross-functional business partners to ensure timely and accurate recording and reporting of accounts payable transactions. You will lead the team in driving continuous improvement through use of enhanced technology and performance metrics to help to shape the future of the Shared Services organization.

What we want you to accomplish:

• Lead the AP function, managing day-to-day operations and owning the monthly AP close process
• Assist in streamlining and improving Accounts Payable functions
• Assist with new ERP integration and testing.

Core Activities:

• Communicate effectively and professionally with outside suppliers to resolve problems
• Serve on project teams, such as system upgrades or process enhancements by conducting user acceptance testing for processes affecting Accounts Payable
• Ensure the invoices and payments are processed in accordance with terms, with a high degree of accuracy and timeliness
• Understand the full invoice to cash cycle to quickly identify the source of bottlenecks, problems, and drive issues to resolution
• Support the accuracy of Accounts Payable related to general ledger accounts by ensuring that routine activities are being completed in a timely manner.
• Research, resolve and communicate invoicing issues, discrepancies, or outstanding balances on vendor accounts accordingly
• Assist in the development and implementation of our continuous improvement strategy within AP.
• Develop, implement, and maintain standard systems and processes to ensure adherence to company policies
• Assemble information for external auditors for the annual audit and quarterly reviews
• Maintain desktop procedures for all responsibilities
• Reconcile processed work by verifying entries and comparing them to system reports
• Review mock payment run prior to sending to Controller for approval weekly
• Reconcile processed payments by verifying to approved payments file weekly
• Obtain proper approvals for invoices/items for payment
• Pay vendors by monitoring discount opportunities and scheduling and preparing payments via check or ACH
• Maintain current and new vendor setups (verify federal/tax ID numbers, method of payment, payment terms, payment and withholding addresses) and provide approvals
• Maintain route codes and the approval (authority) matrix
• Review and issue stop payments, void and reissue requests
• Review and approve/deny Positive Pay exceptions
• Partner closely with the accounting team to ensure accurate posting of all transactions
• Perform month end close process, as backup
• Review month-end close reconciliation
• Maintain supporting documents and invoices electronically
• Review aged credits and invoices (90+ days) for accuracy
• Respond to vendor & internal inquiries as needed; Verify vendor accounts to monthly statements
• Increase Vendor ACH Enrollment
• Write and maintain/update procedure documents
• Run the 1099 process and file return with the IRS
• Monthly metrics for Accounts Payable (errors, volume processed)
• Protect confidentiality of all Company financial information
• Assign duties or additional responsibilities to AP Specialist(s) as needed
• Special projects may be assigned periodically

Success Indicators:

• Ability to work independently, exercising discretion and sound judgment.
• Skilled team player with interpersonal skills and a record of successfully working with cross-functional business stakeholders
• Demonstrated success managing workload and prioritizing based on current business needs and time constraints
• Ability to effectively communicate with the Accounting Manager any questionable items prior to processing
• Possess great attention to detail and excellent organization skills
• Increase job knowledge by participating in additional educational opportunities

Education / Certifications Required:

• HS Diploma or equivalent
• 5-7 years + prior work experience in Accounts Payable
• Experience with OCR reader technology preferred
• Associate Degree in Accounting encouraged to apply
• Proficient in Microsoft Word, Excel & Outlook

About Herff Jones:

Indianapolis-based Herff Jones is the leading provider of graduation and educational products and services designed to inspire achievement and create memorable experiences for students. Herff Jones' products include class rings and jewelry, caps and gowns, diplomas and announcements as well as motivation and recognition programs. Focused on building long-term relationships through a nationwide network of over 1,400 employees and sales partners, the professionals at Herff Jones have been helping elevate the student experience throughout the lifelong journey of education for more than 100 years.

Herff Jones, Inc. and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law. Herff Jones strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity.