Title: Accounts Payable Lead

Classification: Non-Exempt

Reports To: Accounts Payable Manager

JOB DESCRIPTION

Position Summary:

The Accounts Payable Lead is accountable for executing Accounts Payable responsibilities while offering daily leadership, direction, and workflow oversight to a team of three to four accounts payable professionals. This role ensures the accurate and timely processing of invoices, preparation of payments, resolution of vendor inquiries, account reconciliation, and adherence to company policies and internal controls. Reporting directly to the Accounts Payable Manager, the Accounts Payable Lead also supports team training, workload prioritization, issue escalation, process enhancements, and departmental reporting.

General Duties and Responsibilities:

Review, scan, code, and process invoices for designated locations, ensuring thoroughness, accuracy, appropriate approvals, and prompt entry into the accounts payable system.

Process vendor invoices by validating payment information, confirming supporting documentation, and assigning accurate codes to office, department, location, and general ledger accounts.

Receive original invoices, submit them for approval as necessary, monitor payment progress, and follow up with outstanding items to facilitate timely vendor payments.

Audit supporting documents to confirm proper authorization, correct account coding, receipt or purchase order support, and inclusion of all required backup documentation prior to invoice processing.

Research and address internal and external inquiries concerning invoice status, check issuance, payment timing, discrepancies, or requests for supporting documentation.

Analyze and resolve issues related to invoice processing, payment discrepancies, vendor account concerns, purchase order variances, and workflow exceptions.

Maintain precise and organized records for processed invoices, payment support, vendor communications, and other accounts payable documentation in accordance with company retention requirements.

Assist with month-end activities, account reconciliations, accruals, vendor statement reviews, reporting, audit responses, and assigned process improvement projects.

Identify, recommend, and support opportunities to automate accounts payable processes, reduce manual tasks, improve workflow efficiency, and strengthen accuracy and internal controls.

Supervisory Responsibilities:

Oversee daily operations, provide guidance, coaching, and direction to an accounts payable team of three to four members, including task assignment, workload prioritization, deadline monitoring, and coverage coordination.

Support the Accounts Payable Manager by training new and current team members on departmental procedures, invoice processing standards, system usage, internal controls, and company policies.

Verify team output for accuracy, completeness, and compliance, escalating complex issues, exceptions, or performance matters to the Accounts Payable Manager when necessary.

Monitor team productivity, follow up on pending invoices or unresolved issues, and ensure consistent implementation of departmental procedures and internal controls.

Communicate team updates, workload challenges, staffing requirements, and recommendations for process improvements to the Accounts Payable Manager.

Knowledge and Skills:

• This role demands exceptional leadership, a high degree of professionalism, sound judgment, and the ability to mentor and support team members within a dynamic accounts payable environment.
• The position is hands-on and requires a proactive approach and willingness to engage directly with operational tasks.
• Candidates must demonstrate strong numerical aptitude and keen attention to detail.
• Proficiency with ten-key by touch is required.
• Excellent verbal and written communication skills are essential.
• The capacity to work autonomously and thrive in a fast-paced, collaborative team setting is necessary.
• A positive disposition and enthusiasm for teamwork are expected.
• Applicants should be adept at managing multiple deadlines, supervising team workflows, identifying process challenges, and effectively communicating updates to the Accounts Payable Manager.
• Advanced proficiency in Microsoft Office applications is required.
• The role involves accurately processing between 500 and 700 invoices weekly.
• Responsibilities include reviewing accounts payable transactions for accuracy, maintaining comprehensive documentation, and ensuring compliance with departmental procedures and internal controls.
• Strong organizational abilities and effective task prioritization skills to consistently meet deadlines are imperative.
• Ability to evaluate repetitive accounts payable activities and collaborate on automation solutions that improve efficiency, consistency, reporting, and compliance.

Physical Demands:

• Occasionally required to lift supplies and materials.

Position Type/Expected Hours of Work:

• Monday through Friday 8:00 am – 5:00 pm, possible overtime.

Required Education and Experience:

• At least three years of accounts payable experience handling both general and inventory invoices, ideally in a fast-paced setting.
• Leadership roles such as lead, senior clerk, trainer, or supervisor are preferred, especially if you have managed teams of three to four people.
• Experience in a busy office with strict deadlines is essential.
• Familiarity with Microsoft Dynamics AX financial modules is advantageous, though not mandatory.
• Background in the retail or grocery sector is beneficial, but not required.

This job description is not intended to be all-inclusive, and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives.