ESSENTIAL FUNCTIONS
Team Leadership and Supervision
1. Directly supervise two AP Specialists; provide coaching, training, performance feedback, and professional development to build a high-performing AP team.
2. Establish and manage team workload distribution, prioritization, and quality standards to meet close deadlines and organizational service levels.
3. Has authority to hire, discipline, and recommend termination.
4. Accountable for performance management and staffing decisions.
5. Primary duty is management of AP functions, not transactional processing.
AP Operations & Disbursements
6. Manage full-cycle accounts payable operations, including invoice receipt, coding, approval routing, payment processing, and reconciliation, across 35+ properties and multiple legal entities.
7. Ensure accurate and timely disbursements including checks, ACH, wire transfers, and electronic payments; maintain proper authorization controls and segregation of duties.
8. Monitor AP aging reports, resolve vendor disputes, and ensure invoices are coded to appropriate funds, departments, entities, and grant sources.
9. Oversee monthly, quarterly, and year-end close processes by delivering accurate AP accruals, cut-off schedules, and supporting documentation.
Compliance & Internal Controls
10. Develop and maintain AP policies, procedures, and internal controls to ensure regulatory compliance, particularly with HUD, LIHTC, and tax-exempt bond disbursement requirements.
11. Ensure proper 1099 reporting and year-end vendor compliance; maintain accurate vendor records, W-9 documentation, and tax classification files.
12. Direct preparation of AP-related documentation, schedules, and support during internal and external audits.
Process Improvement & Automation
13. Evaluate, implement, and optimize AP automation and third-party processing platforms (e.g., Paymerang, Bill.com, or similar tools) to increase efficiency, reduce manual touchpoints, and strengthen controls.
14. Drive adoption of electronic payment methods, automated approval workflows, and digital invoice capture to replace legacy manual processes.
15. Identify and implement process improvements that reduce cycle times, improve data integrity, and scale AP operations across PVM’s growing portfolio.
Vendor Management & Cross-Functional Collaboration
16. Manage vendor onboarding, master file maintenance, and relationship management; negotiate payment terms where appropriate.
17. Collaborate cross-functionally with Accounting, Procurement, Compliance, and Operations teams across 50+ legal entities to ensure accurate coding and timely payment.
18. Support cash flow planning through timely AP forecasting, payment scheduling, and coordination with treasury functions.
Other
19. Attend and participate in all appropriate meetings and training opportunities in order to keep informed on current information and skill development.
20. Follow established policies and procedures including but not limited to:
· Presbyterian Villages policies and procedures.
· Safety policies and procedures.
· Federal, state and local regulations.
21. All other duties as assigned
