GENERAL PURPOSE
 
 Under general direction, supervises and performs responsible accounting operations support work in the preparation and maintenance of the District's accounts payable process and system; and performs related duties as assigned.
 
 DISTINGUISHING CHARACTERISTICS
 
 The incumbent of this single-position class supervises the District's accounts payable function and ensures A/P processes are performed in strict adherence with the District's policies and procedures and in accordance with sound financial management principles and practices.
 

• The Accounts Payable Supervisor is distinguished from Accountant or Senior Accountant in that an incumbent in the former class supervises and participates in duties of a responsible, technical accounting support nature, while employees in the latter classes perform professional accounting responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.  

1. Plans, organizes, controls, integrates, and evaluates the work of assigned staff; with staff, develops, implements, and monitors work plans to achieve goals and objectives; supervises and participates in developing, implementing, and evaluating plans, work processes, systems and procedures to achieve A/P goals, objectives and work standards.
2. Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; subject to management concurrence, recommends disciplinary action to address performance deficiencies, in accordance with Personnel Commission laws and rules, human resources policies and collective bargaining agreements.
3. Supervises the processing and payment of all District invoices, including the verification of purchase order numbers, account numbers, proper documentation and authorizations; checks all documents for accuracy and Board authorization; when necessary, resolves discrepancies with vendors.
4. Reviews and ensures appropriate internal controls for the accounts payable process; monitors and takes action to require compliance with internal controls and District policies and procedures; as necessary, recommends changes to achieve better control and/or to improve the efficiency of functional processes in accounts payable; explains changes in policies and procedures to subordinate staff and District departments.
   
   
5. Prepares, supervises, or assists in the preparation/reconciliation of reports and documents for accounts payable and insures accuracy of data.
   
   
6. Communicates with District personnel and others to obtain and/or impart information related to accounts payable operations and to explain procedures and regulations.
   
   
7. Answers complex technical questions for assigned accounts payable personnel.
   
   
8. Supervises and participates in the preparation of related reports for federal and state agencies.
   
   
9. Works with computer-based accounting systems in reviewing and preparing input to the computer and utilizing and analyzing output reports.
   
   
10. Assists auditors by providing requested account data and reports.
    
    
11. Participates in year-end financial close and reconciliation process.  
    
    

  OTHER DUTIES 

1. Designs and develops reports for special purpose and ongoing use; generates various A/P reports and files.
2. Oversees proper data entry into the LACOE accounts payable system; requests warrants from LACOE.
3. Performs maintenance on LACOE files.
   
   
4. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

MINIMUM QUALIFICATIONS 
 Knowledge of:  

1. Techniques, processes and practices of general, governmental and fund accounting, including  internal control.
2. District policies and procedures for accounts payable processing.
3. Methods, practices, documents and terminology used in financial record-keeping.
4. Operations and capabilities of financial and accounting data processing applications, particularly related to accounts payable processing.
5. Use of spreadsheets and other standard PC software applications used in compiling and preparing financial reports and analyses.
6. Standard office procedures and practices.
7. Principles and practices of effective supervision.
   
   

  Ability to: 

1. Operate a computer and other standard office equipment.
2. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
3. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, policies and procedures.
4. Analyze post, balance and reconcile financial data and accounts.
5. Make calculations and tabulations and review fiscal and related reports accurately and rapidly.
6. Communicate clearly and effectively orally and in writing.
7. Prepare clear, accurate and concise financial and analytical records and reports.
8. Establish and maintain highly working relationships with District staff and others encountered in the course of work.

Education, Training, and Experience:   

Option 1

Option 2

• A high school diploma, G.E.D. equivalent, or higher education, and  
• Four (4) of progressively responsible accounting, accounts payable, payroll, or bookkeeping experience, which includes at least two (2) years of lead or supervisory work experience in a similar setting.

PHYSICAL AND MENTAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions. 

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures.
• Dexterity of hands and fingers to operate a computer and office equipment.

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.