Accounts Payables Department Manager

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

ABOUT ENTERPRISE MANAGEMENT, LLC:

Enterprise Management, LLC is a full-spectrum consulting and management firm specializing in back-office operations, financial infrastructure, and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships, optimizing operations and maintaining compliance across multiple industries including behavioral health, primary care, real estate, supportive housing, and food service.

Our goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation.

COMPANY WEBSITE: https://enterprisemanagement.org/

COMPANY PHONE NUMBER: (667) 309-5345

HUMAN RESOURCES PHONE NUMBER: (667) 309-5345 ext 10

POSITION TITLE: Accounts Payables Manager

ALTERNATE TITLE(S): AP Manager, Disbursements Manager, A/P Department Manager

COMPANY: Enterprise Management Solutions, LLC. (in support of all customer companies under contract)

DIVISION: Accounting & Finance

DEPARTMENT: Accounts Payables

UNIT: n/a

BENEFITS PACKAGE: Paid time off; health, dental, and vision insurance reimbursement; professional development support.

WORK SCHEDULE: Monday - Friday, 8:00 AM - 5:00 PM

ACCOUNTABLE TO: Controller or Chief Financial Officer (CFO, in absence of Controller)

ACCOUNTABLE FOR: All staff who have duties associated with accounts payable activities and performance across all customer companies under contract.

CLASSIFICATION: W-2 employee; full-time hourly

COMPENSATION RANGE: Ranges between $25.00 per hour to $35.00 per hour, commensurate with experience and qualifications

ANTICIPATED TRAVEL: Up to 10% of the time (interoffice and site-based meetings)

SUMMARY OF POSITION RESPONSIBILITIES:

The Accounts Payables Manager is responsible for overseeing all aspects of accounts payable and disbursement processes across the companies serviced by Enterprise Management. This includes vendor invoicing, payment processing, staff reimbursements, and maintaining accurate financial records in accordance with GAAP, regulatory standards, and internal policy.

This role supports all industries under Enterprise Management's oversight, including behavioral health, supportive housing, food services, and real estate. The manager ensures payments are timely, accurate, and appropriately authorized, while working closely with vendors, department heads, and the finance team to maintain strong internal controls.

The AP Manager plays a vital role in cash flow management, vendor relations, and expense accountability across the organization.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Manage full-cycle accounts payable operations across all affiliate entities, including processing invoices, matching purchase orders, and ensuring proper approvals
• Oversee and verify vendor payments, reimbursements, stipends, contractor invoices, and recurring expenses
• Coordinate payment schedules to optimize cash flow and maintain healthy vendor relationships
• Reconcile accounts payable balances and vendor ledgers monthly to ensure accurate financial reporting
• Supervise and train AP support staff, including assigning responsibilities, monitoring workloads, and ensuring timely processing
• Maintain and enforce internal controls for invoice approval, expense coding, vendor onboarding, and disbursement authorization
• Ensure timely processing of 1099s and year-end tax forms in compliance with IRS regulations
• Collaborate with program directors and department leads to clarify budget allocations, invoice discrepancies, and payment expectations
• Track and resolve payment issues, vendor disputes, or duplicate entries quickly and professionally
• Maintain accurate vendor records, contracts, and W-9 documentation
• Ensure the consistent application of payment terms and company policy for all vendors and contractors
• Assist with the preparation of cash flow forecasts and AP aging analysis reports
• Support the Controller or CFO in annual audits, internal reviews, and documentation gathering for compliance purposes
• Maintain accurate, timely data in accounting platforms and enterprise systems (e.g., QuickBooks, Sage Intacct, NetSuite, or other systems in use)

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Serve as point of contact for payables escalations and internal/external stakeholder inquiries
• Take initiative to identify areas for process improvement and cost savings
• Assist with special projects, vendor transitions, and system implementations as assigned
• Participate in interdepartmental workgroups focused on performance improvement or new service lines
• Support the CFO/Controller with ad hoc financial analysis and reporting
• Assist your supervisor with any work-related tasks as requested, taking initiative where possible
• Remain informed and compliant with regulations and standards, including COMAR, CARF, and other relevant governing bodies, as well as company policies and procedures
• Co-facilitate orientation of new hires related to documentation, payables procedures, and compliance requirements
• Support the maintenance of a safe work environment by participating in drills and safety trainings as requested
• Maintain confidentiality of all records, especially those relating to client treatment or financial information
• Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor
• Contribute to quality assurance and performance improvement plans by conducting audits and activities that ensure regulatory compliance and improve revenue cycle performance

PHYSICAL DEMANDS:

• Prolonged periods sitting at a desk and working on a computer
• Occasional lifting up to 25 pounds
• Frequent meetings via video or phone; occasional in-person site visits

WORKING CONDITIONS:

• On-site only
• Office-based, with travel between program sites as needed

COMPETENCIES AND SKILLS:

• Strong understanding of GAAP and accounts payable best practices
• Ability to manage multiple company files and processes simultaneously
• High attention to detail and accuracy
• Strong Excel and accounting software skills
• Excellent communication and interpersonal skills for vendor and internal collaboration
• Commitment to confidentiality, accountability, and process integrity

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

• Master's degree in Accounting, Finance, or a related field required
• Minimum 3-5 years of experience in full-cycle accounts payable required; multi-entity or consulting firm experience strongly preferred
• Experience with nonprofit, healthcare, or real estate industries a plus
• Familiarity with QuickBooks, Sage, Intacct, or comparable accounting software
• Ability to pass background and reference checks as required

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