Accounts Payable Supervisor

JOB SUMMARY

Under the supervision of the Senior Accounting Manager, the Accounts Payable (A/P) Supervisor manages the day-to-day operations of the accounts payable function, ensuring timely, accurate, and policy-compliant disbursements. This role emphasizes strong internal controls, nonprofit accounting standards, and collaboration across departments to support accurate cost allocation and financial reporting. The A/P Supervisor also leads and mentors staff, supports system improvements, and contributes to organizational growth, including the financial setup for new site expansion.

EDUCATION, EXPERIENCE SKILLS & ABILITIES

Education

• Bachelor’s degree in accounting or related field required.

Experience

• Minimum of 3+ years of accounts payable experience.
• At least 1 year in a supervisory or lead role.
• Nonprofit accounting experience strongly preferred.
• Experience with financial software such as NetSuite, Airbase, Bill, or other ERP/expense management platforms preferred.

Skills & Abilities

Technical Proficiency

• Strong understanding of nonprofit accounting principles and internal controls.
• Proficiency in Microsoft Excel, including:
• -VLOOKUP/XLOOKUP
• -Pivot tables
• -Conditional formatting
• -Formula-based data validation
• Familiarity with AP automation tools and purchase order systems.
• Ability to learn and support new systems, including ERP and expense platforms (e.g., NetSuite, Airbase, Bill).

Analytical & Problem-Solving

• Ability to analyze complex payables issues and identify root causes.
• Strong problem-solving skills with a focus on continuous improvement and proactive resolution.
• Capacity to evaluate workflows and implement more efficient and compliant processes.

Audit & Compliance

• Experience preparing documentation and responding to inquiries during internal and external audits.
• Ability to ensure adherence to IRS 1099 requirements and nonprofit-specific financial regulations.
• Familiarity with procurement best practices, such as segregation of duties and purchase order compliance.

Project & Process Management

• Ability to manage multiple priorities and deadlines in a dynamic work environment.
• Experience contributing to projects like new site financial setup or system rollouts.
• Ability to maintain and improve standard operating procedures for AP and related functions.

Customer Service & Communication

• Strong internal customer service skills when working with vendors, instructors, and staff.
• Ability to enforce policy with professionalism and diplomacy.
• Excellent verbal and written communication skills for cross-departmental collaboration.

Regulatory Awareness & Attention to Detail

• Understanding of nonprofit accounting practices, including compliance with general nonprofit accounting standards.
• Strong attention to detail in financial documentation and accurate expense categorization.
• Consistent and accurate expense tracking and allocation across departments and revenue streams.

JOB SPECIFIC DUTIES

Accounts Payable Operations

• Supervise daily A/P operations, including processing vendor invoices, instructor payments, staff reimbursements, recurring payments, and credit card transactions.
• Ensure accurate entry, coding, and approval of disbursements in compliance with policies.
• Reconcile vendor statements and resolve discrepancies.
• Maintain accurate vendor records and documentation.

Cost Accounting & Financial Support

• Allocate expenses according to cost accounting principles.
• Assist with month-end close, including reconciliations, journal entries, and prepaid expense tracking.
• Support AP processes related to new location expenditures.

Leadership & Supervision

• Lead and mentor A/P staff, providing training, guidance, and performance feedback.
• Maintain and enhance standard operating procedures.
• Promote accuracy and consistency through coaching and accountability.

Cross-Departmental Collaboration

• Work with departments to ensure proper expense coding and alignment with budgets.
• Support tracking and reporting of expenses across revenue streams and departments.

Compliance & Reporting

• Ensure timely preparation and filing of 1099s and adherence to IRS and nonprofit reporting requirements.
• Support annual financial audits by providing documentation and resolving inquiries.
• Uphold internal controls for disbursement, and vendor management.

Process Improvement & Systems

• Identify and implement process improvements to increase efficiency and accuracy.
• Support implementation of new AP automation system.
• Implement and manage the purchase order system, ensuring accurate creation, approval, and tracking orders in accordance with organizational policies.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

What sets us apart, however, is not just our commitment to excellence in education but also our dedication to creating a workplace that values each team member. At Viticus Group, we foster a sense of belonging, tap into individual passions, and provide an enjoyable environment that encourages personal and professional growth. We believe in work-life balance and inject fun into our professional ethos through team outings, contests, and shared lunches. Joining Viticus Group means being part of a dynamic and supportive community where your contributions are not only recognized but celebrated.

PERKS

• Competitive & Transparent Salary – Know what you're worth and be paid fairly for it.
• Free Employee-Only Coverage – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance – all 100% covered for you!
• 401(k) with 3% Company Match – Invest in your future with our retirement plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development – From workshops to conferences, we’ll support your growth every step of the way.
• Wellness Programs – Take care of your mental and physical health with access to resources and wellness incentives.
• Employee Recognition & Appreciation Events – We celebrate wins—big or small—throughout the year!
• Unique Industry Impact – Make a real difference in veterinary medicine and animal health.
• Work-Life Balance – We respect your time with predictable scheduling and occasional flexibility.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

PHYSICAL REQUIREMENTS

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate-controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.