The Role
Supervise daily accounts payable operations including invoice processing, payment runs, reconciliations, 1099 reporting, vendor management, and month-end close. Ensure compliance with nonprofit accounting standards, grant restrictions, internal controls, and support audits. Train and coach AP staff, recommend process improvements and automation, and maintain accurate records and vendor relations.
Summary Generated by Built In
Accounts Payable Supervisor
Location: Chula Vista, CA
Salary Range: $70,304-$80,000 (DOE/Q)
52 Weeks
MAAC STORY
Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/.
POSITION SUMMARY
Under direction, oversees MAAC accounts payable functions while ensuring expenses are processed accurately, on time, and in compliance with nonprofit accounting standards, grant requirements, and internal controls. The Accounts Payable Supervisor oversees the daily operations of the accounts payable function, ensuring vendor invoices, payments, employee expense reports, reconciliations, and related accounting activities are completed accurately, efficiently, and in accordance with organizational policies and applicable accounting standards. This role may supervise accounts payable staff, maintain strong vendor and internal stakeholder relationships, supports month-end close activities, and identifies process improvements that strengthen internal controls and operational performance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Knowledge of:
Must have a physical examination and a drug screen by a doctor/clinic designated by MAAC prior to the first day of employment. A TB and vaccination clearance may be required by state and federal regulations.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms.
An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.
BACKGROUND CLEARANCE
All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
TRANSPORTATION
Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.
Location: Chula Vista, CA
Salary Range: $70,304-$80,000 (DOE/Q)
52 Weeks
MAAC STORY
Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/.
POSITION SUMMARY
Under direction, oversees MAAC accounts payable functions while ensuring expenses are processed accurately, on time, and in compliance with nonprofit accounting standards, grant requirements, and internal controls. The Accounts Payable Supervisor oversees the daily operations of the accounts payable function, ensuring vendor invoices, payments, employee expense reports, reconciliations, and related accounting activities are completed accurately, efficiently, and in accordance with organizational policies and applicable accounting standards. This role may supervise accounts payable staff, maintain strong vendor and internal stakeholder relationships, supports month-end close activities, and identifies process improvements that strengthen internal controls and operational performance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Supervise, coordinate, and oversee the daily work of the accounts payable team, including invoice processing, payment runs, and employee expense reimbursements.
- Review invoices, payments batches (EFT/ACH), purchase orders, approvals, journal entries, and support documentation to ensure accuracy, completeness, proper coding, and compliance with company policies.
- Ensure vendor payments are processed timely and accurately while maintaining appropriate segregation of duties and internal controls.
- Research and resolve invoice discrepancies, payment issues, vendor inquiries, duplicate payments, and unmatched purchase orders by collaborating with Procurement, Fiscal, and other departments.
- Reconcile vendor statements, accounts payable subledger activity, and related general ledger accounts as part of month-end and year-end close processes.
- Prepare, review, and distribute accounts payable reports, including aging reports, accrual support, and payment summaries.
- Monitor accurate vendor records, tax documentation, payment terms, and supporting files in accordance with retention requirements and audit standards.
- Review invoices and expenditures to verify the availability of budgeted funds and ensure expenses are allocated to the appropriate funding sources, grants, funds, departments, projects, and general ledger accounts in compliance with grant restrictions and organizational policies.
- Coordinate the annual Form 1099 reporting process by maintaining vendor tax documentation, reviewing reportable payments, and ensuring accurate and timely compliance with IRS reporting requirements.
- Support internal and external audits by providing documentation, explanations, and timely follow-up on requested items.
- Train, coach, and support accounts payable staff; assign work, monitor performance, and help develop team capabilities.
- Recommend process improvements, automation opportunities, and policy updates to improve efficiency, accuracy, compliance, and customer service.
- Reconciles accounts payable for subsidiary ledgers to the organization’s general ledger and ensure accuracy.
- Ensure expenditures are recorded in accordance with GAAP and grant requirements and restrictions.
- Provides responsive, high-quality service to MAAC employees, representatives of outside agencies and members of the public by providing accurate, complete and up-to-date information, in a courteous, efficient and timely manner.
- Performs other related duties as assigned.
Knowledge of:
- Principles and practices of general fund and governmental accounting.
- GAAP and GASB accounting standards and requirements including OMB Circular A-122 cost provisions.
- Principles and practices of nonprofit accounting.
- Accounting terminology, principles, practices, and procedures.
- Laws, regulations, funding practices, and policies and procedures applicable to the financial administration of grant-funded programs.
- Internal control and audit principles and practices.
- Current technology and trends in the profession.
- Principles and practices of sound business communication.
- Computer skills and use of various computer applications such as Word, PowerPoint, Excel, Outlook and databases.
- Strong attention to detail, accuracy, and follow-through.
- Excellent organizational, time management, and prioritization skills.
- Ability to lead a team, assign work effectively, and provide practical coaching and support.
- Strong written and verbal communication skills with the ability to work professionally with vendors and internal departments.
- Analytical and problem-solving skills, including the ability to identify root causes and recommend practical solutions.
- Ability to handle confidential information with discretion and sound judgment.
- Customer-service mindset with a focus on responsiveness, accountability, and continuous improvement
- Understand, interpret, explain and apply agency, state, and federal requirements regulating financial accounting, reporting and record-keeping.
- Use various computerized financial systems and adapt to changes in those systems.
- Learn/adapt to new computerized programs.
- Use Accounting software proficiently; preferred NetSuite.
- Interpret, apply, explain and reach sound decisions in accordance with MAAC and department policies, procedures and labor contract provisions.
- Exercise appropriate judgment in answering questions and releasing information; analyze and project consequences of decisions and/or recommendations.
- Maintain confidentiality and discretion with sensitive information.
- Communicate effectively orally and in writing with a variety of individuals representing diverse cultures and backgrounds.
- Establish effective working relationships with management, employees, employee representatives and the public representing diverse cultures and backgrounds.
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent experience may be considered.
- Five or more years of accounts payable, accounting, or related finance experience; preferred prior lead or supervisory responsibility.
- Working knowledge of accounts payable processes, general ledger coding, purchase order matching, vendor management, and month-end close support.
- Familiarity with Generally Accepted Accounting Principles, internal controls, audit documentation, and applicable tax reporting requirements.
- Proficiency with Microsoft Excel, Microsoft Office applications, accounting systems, and automated accounts payable or enterprise resource planning platforms.
- Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions.
- Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers.
- Identifies and takes advantage of opportunities for personal and professional development.
- Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines.
- Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems.
- Follows rules, regulations, and policies; positively contributes to implementing changes.
- Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person.
Must have a physical examination and a drug screen by a doctor/clinic designated by MAAC prior to the first day of employment. A TB and vaccination clearance may be required by state and federal regulations.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms.
An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.
BACKGROUND CLEARANCE
All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
TRANSPORTATION
Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.
Skills Required
- Five or more years of accounts payable, accounting, or related finance experience
- Prior lead or supervisory responsibility
- Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent experience)
- Knowledge of GAAP, GASB, OMB Circular A-122, and nonprofit accounting principles
- Proficiency with accounting systems, ERP platforms, and automated accounts payable software
- Proficiency with Microsoft Excel, Word, PowerPoint, Outlook and database use
- Experience with vendor management, purchase order matching, reconciliations, month-end close, and general ledger coding
- Experience with Form 1099 reporting and applicable tax reporting requirements
- Ability to handle confidential information, strong written and verbal communication, leadership and coaching skills
- Valid California Driver's License, daily use of a personal insured vehicle, and acceptable DMV driving record
- Pass physical examination, drug screen, TB/vaccination clearance as required
- Background, DMV, NSOR, exclusion and debarment checks prior to hire and periodically
- Ability to lift up to 50 pounds and meet physical/mental demands of the role
- Willingness and ability to learn and adapt to new computerized financial programs
- Experience with NetSuite (preferred)
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The Company
What We Do
MAAC Project is a dynamic nonprofit organization that empowers individuals and families in San Diego County by providing a wide range of comprehensive social services focused on promoting economic mobility and self-sufficiency, including housing and education.
