Accounts Payable and Receivable Supervisor

JOB SUMMARY: Supervise and provide technical assistance and training to accounts payable and accounts receivable staff and the Center. Manage ESC-20’s accounts payable and accounts receivable systems, including, but not limited to, payment processing, invoice generation, adjustments, receipts, monitoring past due vendor and customer accounts, problem research and resolution, and report generation. Manage ESC-20’s compliance within the finance system. Supervise assigned staff.

POSITION REQUIREMENTS

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge

• High school diploma or GED required; bachelor’s degree with a major in accounting preferred.
• Three years of accounts payable and accounts receivable experience preferred.
• Supervisory experience preferred.
• Experience with Texas Education Agency (TEA) Financial Accountability System Resource Guide preferred.
• Experience with compliance of federal and state programs preferred.
• Experience with accounts payable software preferred.
• Experience with accounts receivable software and Connect20 preferred.
• Experience in management of multiple, simultaneous tasks
• Thorough understanding of basic accounts payable concepts.
• Working knowledge of state and federal funding regulations.
• Knowledge and/or experience in office procedures, office machines (e.g., 10-key calculator-by-touch, etc.) and computerized accounting procedures.

Skills/Abilities

• Attention to detail required.
• Effective verbal and interpersonal communication skills.
• Ability to adapt to frequent change and unexpected events.
• Strong organizational skills with the ability to plan, prioritize, and manage workloads efficiently.
• Ability to develop and deliver staff development and training.
• Strong written communication skills, including composing correspondence and preparing reports.
• Ability to understand and follow verbal and written instructions to perform multi-step tasks.
• Strong problem solving and critical thinking skills related to finance and operational issues.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.
• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Accounts Payable/General Ledger

• Responsible for the overall accounts payable quality control function of ESC-20.
• Oversee and monitor all accounts payable functions, ensuring that proper procedures are in place and guidelines are being followed. This includes, but is not limited to the following:

• o Purchase order payments
• o Travel and expense reimbursements
• o Pending payables
• o Vendor maintenance

• Ensure that systems are in place for review of payable documentation to ensure compliance with Center Policy and Procedures, and resolve issues as needed.
• Develop, revise, or delete procedures used in entering accounts payable data.
• Provide technical assistance and training to ensure that Center and district staff are informed about accounts payable requirements.
• Prepare month-end and year-end closing entries.
• Ensure all data is entered into the general ledger in a timely manner.
• Provide assistance to Center staff regarding budgets and guidelines.
• Develop and maintain spreadsheets as needed for daily operations and special projects.
• Monitor federal and state budgets for compliance with federal and state grant regulations.
• Work with staff to prepare and post daily cash deposits.
• Assist in the management of the workflows of multiple tasks to ensure quality control.
• Validate correct budget information daily by using the Budget Info Sheet.
• Oversee the preparation of the accounts payable system for fiscal year closeout.
• Maintain a system that will fulfill W-9 requirements.
• Prepare 1099's annually.
• Track and reconcile all prepaid accounts.
• Track and reconcile all payable accounts.
• Provide finance system and Accounts Payable procedural training and support services to clients and staff.

Accounts Receivable

Invoicing

• Responsible for the integrity of information on ESC-20 databases as it applies to invoicing of various ESC-20 services.
• Ensure that daily workshop participant sign-in sheets are received and used to correlate with registration database files to allow for accurate and complete invoices.
• Access various databases and generate invoices for ESC-20 services including, but not limited to Commitments, Contracts, e-Store, and Bus Driver Drug and Alcohol Testing.
• Ensure invoices and statements are distributed by established deadlines.
• As a Content Manager, maintain internal work instructions for the center that are located in My20.

Cash Receipts

• Access various databases to retrieve payment information and post payments as needed.
• Monitor and ensure posting of all cash deposits and credit card transactions.
• Oversee the processing and verification of daily receipts.
• Access daily bank reports to ensure all deposits are posted accordingly.
• Assist with preparing and posting bank deposits as needed.

Accounts Receivable/General Ledger

• Organize, control, and maintain related accounts receivable filing system.
• Provide assistance and training to center staff regarding accounts receivable.
• Ensure accounts receivable balance agrees with the general ledger; reconcile discrepancies as needed.
• Post journal entries and interfund transfers as needed to ensure accuracy and consistency with allocation of funds.
• Prepare the accounts receivable system for monthly and fiscal year closeout.
• Assist in maintaining and developing Excel spreadsheets when necessary for efficient, accurate, and effective operation in the Financial Services Department.
• Assist in the management of the workflows of multiple accounts receivable tasks and ensure quality control.
• Provide one-on-one Financial Services procedural training and support services to clients and staff relating to all ESC-20 accounts receivable functions.
• Resolve issues noted in accounts receivable with clients and staff.
• Processing invoice voids and adjustments as needed, and documenting reasons.

Collections

• Monitor past due accounts and work with customers and ESC-20 staff to ensure appropriate resolution of such accounts.
• Provide current updates to supervisor(s) on a routine basis and as needed prior to board meetings.
• Process credit card refunds as needed.
• Oversee collection efforts and follow up with customers and Center personnel as needed.

Federal and State Requirements/Compliance

• Manage ESC -20’s compliance within the finance system.

INITIATIVE

• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATIONS/HUMAN RELATIONS

• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF

• Ensure that a comprehensive system of supervision, substantive performance evaluation, and staff development is provided to staff members.
• Recommend a staffing pattern for the department which ensures efficiency and effectiveness in all areas.
• Recruit individuals who best match he requirements for the position and the culture of the Center.
• Provide leadership, direction, and support to assigned staff to ensure timely achievement of department goals and outcomes.

BUDGET RESPONSIBILITY

• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS

• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15–50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS

• Attend initial investment training, within 12 months of employment, which must contain at least ten hours of instruction relating to responsibilities under the Public Funds Investment Act.
• Champion and model the Center’s Mission, Vision, Core Values, and Service Standards.
• Function within the policies and administrative procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill the responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Serve at the will of the Executive Director.

Summary

Deadline to apply: November 10, 2026