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Accounts Payable Supervisor

Company: Meritage Medical Network
Location: Novato
Posted on: January 15, 2022

Job Description:

Position Summary

This position supervises the Accounts Payable area including establishing and implementing policies, procedures, practices, reports, and overseeing staff activities pertaining to the payment of invoices and reimbursement of applicable expenses for Meritage Medical Network (Meritage) and Prima Medical Group (PMG) within established timeframes. Sets up, organizes, maintains, retains, and develops accounts payable ledgers, and files for service agreements and contracts, business associate agreements, compliance attestations, and related records for vendors, suppliers, business partners, independent contractors, consultants and other third parties with whom the organizations have financial arrangements for payment in exchange for goods and services.

Ensures proper records retention and documentation to meet auditing standards and legal requirements. Position acts as a liaison between Meritage and PMG and their vendors and all managed entities related to Accounts Payable issues including managing project accounting for all business locations and providing support to senior management by developing reports and responding to inquiries. Duties require broad conceptual judgment, initiative, and ability to deal with complex A/P issues.

Supervises staff and ensures work is properly distributed, processes are cross-trained, and deadlines are met. Serves as an A/P subject matter expert, trouble-shoots issue, and concerns, and works to ensure staff are trained in A/P work requirements and industry best practices. Continually assesses area workflow, practices and procedures for process improvement opportunities that support improved efficiency, productivity, regulatory and legal compliance, and employee and customer service and satisfaction.

Essential Job Responsibilities

Develops and coordinates workflow and processes between Accounts Payable and other Meritage and PMG representatives.
Oversees all vendor, consulting, and Independent Contractor agreements/contracts to ensure compliance with payment after services are rendered up to prescribed timeframes and capped fees.
Obtains and maintains a thorough understanding of the data management and reporting capabilities and requirements of A/P systems and adheres to all applicable accounting standards (GAAP) and requirements.
Performs general A/P system updates and maintenance (using departmental accounting software).

Establishes, monitors, and regularly audits systems to ensure payments are accurate and there are no duplicative, late, miscoded or overpayments made to third parties.
Responsible for processes and records pertaining to year end reporting including, but not limited to 1099's.
Supervises A/P staff to ensures roles are cross trained so that timelines are always met, provides training to new and existing staff as needed. Responsible for taking sick call from staff and coordinating requested time off to ensure there are appropriate staffing levels to accomplish work objectives.
Responsible for hiring, firing, developing, assessing performance, disciplinary actions, and providing daily coaching and recognition to assigned staff; keeps Accounting leadership informed about related issues.
Initially and on an ongoing periodic basis, spends time with each staff member to gain an understanding of their job duties, challenges, and to better identify and support process improvement initiatives.
Develops and documents policies and procedures to strengthen department processes and internal controls
Analyzes area work and develops new procedures to enhance workflow and improve efficiency while maintaining or enhancing accuracy
Participates in month/quarter/year-end close processes and prepares accurate, timely and meaningful analytics and statements regarding A/P work, projects, and outcomes. financial statements in accordance with established schedules
As needed, participates in budget processes and prepares A/P variance reports and analysis
Demonstrates/models excellent internal/external customer service, maintains a professional work demeanor, and ensures strict confidentiality.
Performs related work as required, special projects and other duties as assigned
Works with direct reports to establish annual work area goals and objectives and coaches on the progress to enhance professional development of staff.
Actively participates and engages on the company's Management Leadership Team (MLT) by partnering with other managers on cross-functional work efforts and projects, opening up lines of communication with other departments, providing periodic training as required, attending monthly and ad hoc MLT meetings and events, and serving as an in-house subject matter expert for Accounts Payable matters and questions.

Education and Experience Requirements

An Associates or Bachelor's degree in Accounting or related field and a minimum of 5 years of increasingly responsible Accounts Payable work experience, including 3 years of supervisory experience and a working knowledge of performance improvement principles and practices. Or an equivalent combination of education and work experience.

Proficiency with A/P and Accounting systems, databases, and records maintenance systems.

Must have experience full-charge A/P in an ERP system (MS Dynamics Business Central preferred).

Proficiency with Microsoft Office applications including Excel, Word, and PowerPoint.

Excellent written, verbal, and listening communications skills.

An accountable, respectful, and professional demeanor that engenders trust and supports a team approach to work.

Keywords: Meritage Medical Network, Novato , Accounts Payable Supervisor, Other , Novato, California

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