Accounts Payable and Purchasing Supervisor

Accounts Payable and Purchasing Supervisor

Position Summary

The Accounts Payable and Purchasing Supervisor oversees the Accounts Payable and Purchasing departments, ensuring alignment with organizational objectives and departmental performance standards. Key responsibilities include providing support to company locations, fostering and maintaining strong vendor relationships, ensuring timely and accurate invoice processing, and maintaining accounts in good standing.

Primary Responsibilities

• Requisition Approval and Processing. Oversees the end-to-end requisition-to-purchase order (PO) workflow across multiple company locations. Reviews, monitors, and adjusts daily purchase requisitions submitted by maintenance teams and other personnel. Submits approved POs to vendors and facilitates return-to-vendor documentation as needed.

• Maintenance of Internal Purchasing System. Maintains the internal Vendor Catalog, ensuring accuracy of pricing, product descriptions, and category classifications. Implements supplier pricing updates and processes item changes in response to supplier adjustments or evolving internal requirements.

• Cost Optimization and Vendor Term Improvement. Conducts analysis of vendor expenditures and contractual terms to identify opportunities for cost savings and enhanced agreements. Prepares detailed reports for senior leadership outlining proposed changes and their potential business impact, and executes approved initiatives.

• Purchasing Department Supervision. Leads the Purchasing Department to ensure timely and accurate processing of purchase orders and vendor pricing updates. Verifies documentation of Certificates of Insurance (COIs) and vendor contracts. Reviews reports including unvouchered receipts, vendor spend, contract terms, and team performance metrics. Oversees periodic inventory cycle counts and ensures reconciliation with sub-ledger accounts.

• Vendor Relationship Management. Coordinates and participates in vendor meetings to drive operational efficiency and cost reduction. Supports the development of Requests for Proposal (RFPs) and manages documentation for negotiation processes. Prepares meeting agendas, attends sessions with key vendors, and ensures timely follow-up on action items. Maintains comprehensive records of contracts and vendor insurance documentation.

• Accounts Payable Department Supervision. Supervises the Accounts Payable team to ensure timely and accurate processing of vendor invoices, including leveraging available discounts. Monitors key reports such as aging summaries, outstanding checks, and team performance metrics to ensure financial accuracy and compliance.

• Staff Supervision and Development. Plans, directs, and evaluates the work of assigned personnel. Contributes to the development and implementation of departmental goals, policies, and priorities related to procurement and financial operations.

• Documentation and Record Compliance. Maintains departmental files in accordance with record retention policies. Ensures Accounting & Finance procedures and policies are current and properly documented.

• Accounting Support. Provides limited support for core accounting functions, including preparation of journal entries, account reconciliations, and maintenance of accurate financial records. Assists with month-end and year-end close processes, and contributes to audit preparation and execution, as well as other special projects as assigned.

• Comply with all company policies and procedures.

Required Work Schedule:

Monday – Friday, 8 am – 5 pm typical hours, may vary. In office position.

Will occasionally be required to attend offsite team meetings and events that may fall outside of typical work hours.

Physical Demands:

The physical demands described here are representative of those that must be met by an

employee to successfully perform the essential functions of this job.

This position requires the employee to communicate verbally and in writing, hear at a conversational

level, use vision for depth perception and to distinguish between basic shades and colors.

While performing the duties of this position, the employee will occasionally be required to stand or walk. The

employee will frequently be required to sit, stoop, reach, and/or twist at the waist while rotating. The employee

will occasionally perform repetitive movements, use hands for gripping pressure, and operate hand and foot

controls. The employee will infrequently be required to lift up to 25 pounds. The employee will infrequently be

required to pull 10 lbs. for up to 10 feet. The employee may also be required to occasionally bend, kneel, and

balance. The employee will rarely be required to climb stairs and ladders.

Work Environment:

The work environment characteristics described here are representative of those an

employee encounters while performing the essential functions of this job.

The employee will continuously be required to work indoors. The employee will rarely be required to work with

machinery with moving parts and wear gloves. The employee will occasionally be required to work outdoors, in

temperatures of 0-100 degrees. The employee will occasionally be required to work alone or with liquids, odors,

noise, and vibrations. The employee will be occasionally required to work around mist, chemicals, heat,

blowers, and machinery.

The employee may be required to work special events or meetings that occur offsite at fundraising partner

locations.

Performance Factors:

• Continuous Learning: Demonstrates curiosity and enthusiasm for learning; takes initiative in acquiring and mastering the skills and knowledge requirements of a position; keeps abreast of current or new information through reading and other learning methods; is actively interested in new technologies, processes and methods; welcomes or seeks assignments requiring new skills and knowledge; expends considerable effort and/or expense on learning; genuinely enjoys learning; identifies applications for knowledge; is considered a knowledgeable resource by others.

• Goal Achievement: Establishes goals that are relevant, realistic and attainable; identifies and implements required plans and milestones to achieve specific business goals; initiates activity toward goals without necessary delay; stays on target to complete goals regardless of obstacles or adverse circumstances.

• Interpersonal Skills: Strives for self-awareness; demonstrates sincere interest in others; treats all people with respect, courtesy and consideration; respects differences in the attitudes and perspectives of others; listens, observes, and strives to gain understanding of others; communicates effectively; is sensitive to diversity issues; develops and maintains relationships with many different kinds of people regardless of cultural differences.

• Planning And Organizing: Works effectively within established time frames and priorities; utilizes logical, practical and efficient approaches; prioritizes tasks for optimum productivity; develops procedures, processes and systems for order, accuracy, efficiency and productivity; anticipates probable effects, outcomes and risks; develops contingency plans to minimize waste, error and risk; allocates, adjusts and manages resources according to priorities; monitors implementation of plans and makes adjustments as needed.

• Problem Solving Ability: Utilizes logic and systematic processes to analyze and solve problems; defines the causes, effects, impact and scope of problems; identifies the multiple components of problems and their relationships; prioritizes steps to solution; develops criteria for optimum solutions; evaluates the potential impact of possible solutions and selects the best one.

• Teamwork: Respects team members and their individual perspectives; makes team mission and
  
  objectives a priority; works toward consensus when team decisions are required; meets agreed-upon
  
  deadlines on team assignments and commitments; shares responsibility with team members for
  
  successes and failures; keeps team members informed regarding projects; supports team decisions;
  
  recognizes and appreciates the contribution of team members; behaves in a manner consistent with
  
  team values and mission; provides constructive feedback to team and its members; responds positively
  
  to feedback from team members.

• Written Communication: Writes in ways that make abstract concepts, issues and information clear and
  
  understandable. Utilizes a wide range of appropriate writing techniques and methods. Succinctly
  
  presents objective or subjective viewpoints and arguments. Achieves communication objectives by
  
  organizing information in logical sequences that lead readers to come to natural conclusions.
  
  Determines what information needs to be communicated. Skillfully utilizes written language to convey
  
  key messages and meaning.

Minimum Job Qualifications

• Experience:
• Familiarity with accounting systems or prior experience using them.

• Strong time management skills with a demonstrated track record of meeting deadlines.

• Computer and Software Application Knowledge or Skills:

• Proficient in Microsoft Office Suite including Excel, Word, and Outlook.
• Ability to quickly learn and adapt through on-the-job training, particularly with:
  • Microsoft Dynamics SL Accounting Software
  • ReQlogic Software
• Ability to operate and utilize business phone systems with basic proficiency.
• Ability to operate general office equipment, including making photocopies; sending/receiving mail, scanning, and emailing documents.

• Ability to type 40 words a minute.

• Reasoning and Development:

• Ability to understand and carry out simple instructions in written or oral form.
• Ability to deal with standardized situations with occasional or no variables.
• Ability to deal with practical problems and implement appropriate solutions.
• Ability to work and contribute independently and in a team environment.
• Ability to maintain confidential information.

• Ability to prioritize, organize and handle multiple tasks and responsibilities with attention to detail.

• Mathematical Development: Ability to perform basic math such as: adding, subtracting, and dividing all units of measure.

• Language Development: Ability to read product manuals and reports, workplace rules and procedures; using correct English; Speak with poise and confidence and/or effectively deal with customers; prepare business letters and reports, using prescribed format and conforming to all rules of punctuation, grammar, diction, and style. Must be able to speak at volumes high enough to be understood in person and by telephone.

• Education:

• High School Diploma or equivalent required.