Job Description
Direct Report: Accounts Payable Supervisor
POSITION GOAL: Ensure all negotiable instruments, EFT’s and ACH credits are recorded daily. Ensure check requests from operations staff are processed timely according to designated check run schedule. Maintain designated vendor payables to ensure timely payments. Timely and accurate reporting for all AP Reports. Support Accounting Supervisor / Manager with any other tasks assigned contributing to the success of the Accounting department.
PERFORMANCE MEASUREMENT AREA 1 (PMA-1) – CUSTOMER SERVICE
Performance Standard - This PMA will have been achieved when you:
- Ensure that you give top priority to customer service, maintain an attitude of professionalism, courtesy and efficiency.
- Constant use of creativity and forward thinking to develop new/improve procedures and ideas to better service our customers and vendors.
- Phone calls answered within two rings and returned within one hour…no exceptions. Group Pickup function is utilized.
- Clear conveyance of backup availability; all parties should know whom they can contact in your absence.
- Ownership of your accounts; providing excellent customer service is your responsibility.
- Maintain the Vendor Payable Spreadsheet with the most current and accurate information for each of your vendors and any new vendors that we contract business with.
PERFORMANCE MEASUREMENT AREA 2 (PMA-2) - PAYABLES
Performance Standard - This PMA will have been achieved when you:
- Review, obtain authorization, and schedule vendor payment within agreed terms.
- Ensure that all vendor payable issues are recorded accurately in Expo Accounting with appropriate backup. Follow up with management and operations on pending items to ensure timely resolution and vendor payment. Trend billing issues and train operations staff accordingly.
- Ensure the invoices in Expo Accounting have current and accurate notes so management is discussing the most current payables issue.
- Reconcile all of your vendor statements by the end of each month.
- Maintain all the vendor W-9’s and send copies to CHQ via email. All W9’s must be run through the Tax Port AP Database to ensure there is a match prior to sending the W9 to CHQ. A snapshot from Tax Port AP must be included in the email to CHQ showing the W9 has passed. Ensure that the W9’s are scanned to Edoc under Approved Supplier and that the TIN ( Tax Identification Number ) is entered in CFIT accordingly with the W9 date.
- Spot check vendor invoices to rates on file to ensure accurate billing by vendors.
- Ensure check requests from operations staff are processed timely according to designated check run schedule. Review for correct file #’s and appropriate GL codes to ensure disbursements reflect the most appropriate GL to match services rendered.
- Manage the BNP and AJAX reports along with the cooperation from Operations by ensuring all items on these reports 60 days and over are updated with accurate notes as to the action that is being taken to resolve the credit or to avoid an AP Reserve/AJAX Write Off. In order to stay in accordance with our annual audits, it is imperative that operations communicate to accounting via the BNP/AP Reserves/AJAX/AJAX Write Off Reports which can be found on the Weekly Accounting Reports on the “F” drive.
- Ensure timely and accurate download of all weekly AP Reports that are generated by Corporate.
- Ensure timely payment of Inter-Branch billings from other domestic offices by regularly monitoring the Inter-Branch Billings-ELP mailbox. Manage your portion of this mailbox by filing emails once invoices are posted.
PERFORMANCE MEASUREMENT AREA 3 (PMA-3) – CASH & NOGOTIABLE INSTRUMENTS
Performance Standard - This PMA will have been achieved when you:
Adhere to Expeditors policy on “Segregation of Duties”. Ensure Segregation Flow of Duties for Handling and Recording Receipts is understood and followed.
- Post ELP wires accurately and timely. Ensure payments are posted to the appropriate client codes and that wire fees and credits are applied in accordingly. If you are unable to post a wire upon receipt, the wire must be flagged with a current note as to why the wire could not be posted.
- Ensure Deposits are entered in CFIT and scanned to the CEO daily.
- Scan all copies of checks and their corresponding bank deposit receipt to Edoc along with updating the Receipt Log on the F-drive with the deposit # generated by CFIT and the deposit date. If unable to post a check, the receipt log must be updated with a note explaining why the check was not able to be posted.
- Destroy deposits according to the CEO policy and update the receipt log accordingly with the destruction date and the initials of the agent that completed the process.
PERFORMANCE MEASUREMENT AREA 4 (PMA-4) – SELF DEVELOPMENT AND TRAINING
Performance Standard - This PMA will have been achieved when you:
- Obtain at least 52 hours of documented training for the year. Department goal is to obtain 52 hours of training by October 31st. Of the 52 hours, 26 of them must be desk-side training.
- Create a Personal Development Plan.
- Actively seek improvement and take on new challenges.
PERFORMANCE MEASUREMENT AREA 5 (PMA-5) - GENERAL OFFICE SUPPORT SERVICES
Performance Standard - This PMA will have been achieved when you:
- Attend the weekly department and monthly branch meetings. Provide updates in your area.
- Assist Team members in times of need such as when there are people absent or on vacation or just behind.
PERFORMANCE MEASUREMENT AREA 5 (PMA-6) - DEPARTMENT / APPEARANCE
Performance Standard - This PMA will have been achieved when you:
- Maintain a neat, clean, organized, and professional work area - both at your desk and in your department as a whole.
Maintain a professional and attractive wardrobe.