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Finance Supervisor - Accounts Payable

Under limited supervision, plans, organizes, coordinates, and supervises staff engaged in Accounts Payable operations, and financial support functions of the City; ensures compliance with regulations, policies, internal controls, and reporting requirements; and performs related duties as required.Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following: <div style="margin: 0;"><ul style="margin-bottom: 3pt; margin-left: 8.05px;"><li style="margin: 0;">Supervise Accounts Payable staff: set work priorities, establish work schedules, provide training, review and approve work, conduct performance evaluations, and reward and/or discipline employees.</li><li style="margin: 0;">Review and approve employee timesheets and time-off requests.</li><li style="margin: 0;">Conduct interviews and recommend candidates for hire.</li><li style="margin: 0;">Oversee daily Accounts Payable operations, including invoice intake, payment processing, and compliance verification.</li><li style="margin: 0;">Ensure accurate, timely processing of payments including checks, ACH, wire transfers, and emergency payments in accordance with City policies and applicable regulations.</li><li style="margin: 0;">Review, reconcile, and approve weekly check runs, electronic funds transfers, and warrants; ensure proper documentation, internal controls, and audit trails.</li><li style="margin: 0;">Oversee the review, reconciliation, and approval of monthly Procurement Card (P-Card) transactions to ensure compliance with City policies and internal controls.</li><li style="margin: 0;">Oversee vendor record management, W-9/1099 documentation, and verification of compliance with City requirements.</li><li style="margin: 0;">Oversee the preparation, review, and distribution of annual 1099 forms and related IRS reporting.</li><li style="margin: 0;">Oversee month-end, quarterly, and year-end Accounts Payable close processes, including accruals, open PO reviews, and outstanding liabilities.</li><li style="margin: 0;">Monitor workload, processing timelines, workflow efficiency, and key performance indicators; recommend and implement improvements to optimize the Accounts Payable cycle.</li><li style="margin: 0;">Investigate, respond to, and resolve escalated vendor issues, invoice disputes, delayed payments, payment issues, complaints, and inquiries from internal departments.</li><li style="margin: 0;">Review and approve complex, high-dollar, or sensitive invoices for accuracy, coding, documentation requirements, and budget compliance.</li><li style="margin: 0;">Develop, implement, and maintain Accounts Payable policies, procedures, and Standard Operating Procedures (SOPs).</li><li style="margin: 0;">Maintain and update the Accounts Payable website, including forms and fees.</li><li style="margin: 0;">Coordinate with IT, system support, and third-party vendors to resolve financial system issues, support workflow approvals, and assist with system upgrades, testing, enhancements, and process automation initiatives.</li><li style="margin: 0;">Collaborate with internal departments to resolve discrepancies, address operational or system issues, and ensure consistent policy application and workflow efficiency.</li><li style="margin: 0;">Retrieve and prepare documents in response to Public Records Requests.</li><li style="margin: 0;">Create, track, and supply totals for Finance Department’s Quarterly reporting.</li><li style="margin: 0;">Assist Management with analysis, preparation, justification, and administration of the Accounts Payable budget.</li><li style="margin: 0;">Assist with internal and external audits by preparing schedules, responding to requests, and ensuring documentation compliance.</li><li style="margin: 0;">Build and maintain positive working relationships with internal and external customers using principles of effective customer service.</li><li style="margin: 0;">Safely operate City vehicles and equipment.</li></ul></div>Education, Training and Experience Guidelines:Associate’s Degree with major coursework in Business Administration, Finance, Accounting or a closely related field, and three (3) years of accounts payable experience, including at least one (1) year in a lead or supervisory capacity, are required. A Bachelor’s Degree with major coursework in Business Administration, Finance, Accounting or a closely related field may substitute for one (1) year of the required experience. License and Certification Requirements:Must possess a minimum of a valid California Class “C” driver’s license upon hire and maintain throughout the length of employment with the City of Victorville. Knowledge of:<div style="margin: 0;"><ul style="margin-bottom: 3pt; margin-left: 8.05px;"><li style="margin: 0;">Principles and practices of Accounts Payable operations, including invoice processing, payment workflows, expenditure coding, and discrepancy resolution.</li><li style="margin: 0;">Accounting procedures related to payment cycles, reconciliation practices, financial reporting, and internal controls applicable to public-sector financial operations.</li><li style="margin: 0;">Internal control methods, audit standards, and compliance requirements governing governmental financial transactions.</li><li style="margin: 0;">City policies, procedures, Municipal Code, and administrative regulations related to financial transactions, and expenditure processing.</li><li style="margin: 0;">Federal, state, and local regulations related to governmental accounting, and tax reporting, including 1099 regulations.</li><li style="margin: 0;">Principles and practices of public sector operations, interdepartmental coordination, and organizational workflows.</li><li style="margin: 0;">Principles and practices of employee supervision, training, performance management, and team development.</li><li style="margin: 0;">Methods and techniques for resolving complex issues, complaints, and disputes with vendors and internal departments.</li><li style="margin: 0;">Data analysis and reporting methods, including Accounts Payable performance metrics, operational reporting, and financial activity monitoring.</li><li style="margin: 0;">ERP financial systems, workflow processes, and payment technologies used in public sector finance.</li><li style="margin: 0;">Records management practices, including document retention, public records disclosure requirements, and financial documentation standards.</li></ul></div> Skill and ability to:<div style="margin:0in;" data-pasted="true"><ul style="margin-bottom: 3pt; margin-left: 8.05px;"><li style="margin:0in;">Plan, organize, supervise, and evaluate daily Accounts Payable operations.</li><li style="margin:0in;">Lead, train, coach, and motivate staff; set priorities; and manage performance effectively.</li><li style="margin:0in;">Review and approve invoices, payments, vendor records, and financial entries with accuracy and attention to detail.</li><li style="margin:0in;">Interpret and apply policies, procedures, contracts, and regulatory requirements to ensure compliance.</li><li style="margin:0in;">Identify, research, and resolve invoice discrepancies, payment issues, and vendor concerns.</li><li style="margin:0in;">Resolve escalated issues, complaints, and disputes using sound judgment, professionalism, and diplomacy.</li><li style="margin:0in;">Use ERP systems, financial software, and reporting tools to perform analysis and generate reports.</li><li style="margin:0in;">Identify process improvements and implement solutions that enhance efficiency and internal controls.</li><li style="margin:0in;">Prepare clear, concise reports, correspondence, and documentation.</li><li style="margin:0in;">Manage multiple priorities, deadlines, operational demands, and apply strong time management skills to maintain accuracy in a high-volume environment.</li><li style="margin:0in;">Communicate effectively both verbally and in writing with staff, vendors, management, and the public.</li><li style="margin:0in;">Establish and maintain effective working relationships with employees, departments, and the community.</li><li style="margin:0in;">Apply safe work practices and promote a safe work environment.</li></ul></div>(Must be performed with or without reasonable accommodations) This position works primarily in an indoor office environment and in close proximity to other workers. Incumbents shall be exposed to those conditions normally encountered in an indoor office environment. Incumbents may be required to visit job sites. Positions in this class typically require balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing, and repetitive motions with or without reasonable accommodation. Medium Work: Exerting 20 to 50 pounds of force occasionally (up to 1/3 of workday), and/or 10 to 25 pounds of force frequently (1/3 to 2/3 of workday), and/or greater than negligible up to 10 pounds of force constantly (2/3 or more of workday) to move objects. Physical Demand requirements are in excess of those for Light Work. Incumbents must be able to see and hear in the normal range, with or without correction, communicate verbally and in written form with great facility, and must be able to be understood. Incumbents must have the stamina to work long hours, may be required to attend night meetings after regular working hours, and be willing to work an irregular schedule, which may include weekends, holidays, evenings, and/or varying hours.

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