] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ACCOUNTS PAYABLE/RECEIVABLE SUPERVISOR

Sorted by job title: A - C | D - H | I - Q | R - Z

Accounts Payable/Receivable Supervisor

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: AP/AR Supervisor CODE: 0775 SQ/OQ: Not Applicable
WORKING TITLE: Accounts Payable/Receivable Supervisor GRADE: J MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, leads and supervises the work of staff and performs responsible accounts work in managing the processing of claims, invoices collection and statements. Provides services and support to both internal and external stakeholders, relative to accounts and technical support for the MCPS Business Hub. The work of the class involves managing and controlling the processing of vendor/customer invoices and other workflow. The individual establishes and implements processing procedures and performance measurement for the accounts payables or accounts receivable unit, monitors and adjusts workloads, sets priorities and resolves technical problems. The individual has overall responsibility for the control, maintenance and functioning of the Business HUB accounts payable module, or account receivable module and related feeder systems. Works collaboratively with related MCPS offices and advises supervisors and Controller regarding processes, procedures technical issues related to the work. Serves as change management lead to ensure technical issues are resolved and to assure accuracy and efficiency of transaction processing and asset protection and data security.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of bookkeeping principles, methods, procedures and techniques as applied to the processing of payables/receivables; considerable knowledge of office methods and procedures; working knowledge of governmental accounting practices and procedures. Thorough knowledge of technology and software related to financial systems, account processing, workflow and performance indicators and ability to work collaboratively with IT support to resolve complex technical issues. Requires a strong level of analytical skills and understanding of the cybersecurity, IT infrastructure, application and strong communication skills with community consultants, IT chief and project managers and directors. Skilled in training staff and stakeholders in the use of technology related to accounts payable and receivable processes. Thorough knowledge of processes impacting school financials to maintain effective operations across the district; thorough knowledge of MCPS business environment and understanding other offices/schools workflows in order to define, tailor and successfully deploy Hub/financial business processes/workflows to improve the effective business operations. Ability to oversee and supervise a large staff in a complex organization; ability to identify, develop and organize staff competencies according to unit goals and objectives; Must be highly motivated and able to prioritize multiple tasks and meet deadlines. Demonstrate strong customer focus skills, effective documentation, team work and communication skills; ability to explain complex rules and procedures to employees and the general public, as required; ability to develop and implement unit strategic plans and to establish and monitor unit performance measures; ability to carry out continuing assignments requiring the organization and presentation of material and the making of decisions. The unit generates large volumes of invoices and sensitive documents on a daily basis requiring considerable work organization, monitoring, planning and quality control to ensure accurate and timely completion which is crucial to the operation of the school system. Excellent oral and written communications and human relations skills. Demonstrated ability to supervise and evaluate staff and implement the Supporting Services Professional Growth System (SSPGS). Knowledge and application of the six leadership standards that have been established for the Montgomery County Association of Administrators and Principals (MCAAP/MCBOA) Professional Growth System (PGS).
EDUCATION, TRAINING, AND EXPERIENCE: Bachelor's degree in Accounting or Business Administration; 5 + years of supervisory experience or equivalent combination of education and experience; supervisory experience in a high-volume accounts payable/receivable office required; proven performance record with strong managerial and analytical skills; must be able to communicate effectively orally and in writing with all levels of management. Must have training and experience in technology or software related to processing accounts receivable or payable. Knowledge of Oracle Cloud Financials is a plus. Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Position operates computer terminal for prolonged periods.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Frequent overtime may be required to meet deadlines.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Manages accounts payable/receivable/collection operations; schedules staff and assigns work, monitors workloads and makes adjustments as needed.
Responsible for the timely, accurate and efficient processing of the Business HUB accounts payable/receivable/advance collection module and its feeder systems.
Develops and aligns unit's strategic plan with division's strategic plan.
Communicates strategic plan with unit members.
Uses and analyzes complex performance indicators and data to monitor unit performance in relation to established standards and strategies.
Analyzes invoice aging reports weekly, monthly, quarterly and annually to ensure the best practices for efficiency.
As change management lead, detects, troubleshoots and corrects issues, with thorough understanding of the interconnectivity of the modules to assure accuracy and efficiency in processing transactions.
Leads or Attends meetings with consultants demonstrating new updates to the Oracle system and analyzing the effect on our current practices and creates related training documents and changes in processes.
Oversees central office, school and business center processing systems, and supports, trains and resolves technical issues for users in activities, access and transactions related to iPayment. This includes preparing and sharing step-by-step instructions for accessing and possibly troubleshooting processes in each group.
Responsible for updating the training documents located in the Hub Help Library that are used by all staff with access to iPayment.
Maintains and monitors internal control compliance in the day to day operations and monitor user/system /data security access to reduce cyber risk to protect MCPS assets.
Provides oral and written performance reports to controller, associate superintendent of finance and chief operating officer.
Establishes and maintains positive relationships and effective communication with external and internal customers and stakeholders.
Maintains proficiency and current knowledge of financial systems, related technology and software.
Trains both internal and external stakeholders in the use of the Business HUB and resolves complex technical issues, engaging IT support when needed.
Updates all relating training materials and internal office manuals related to accounts payable/accounts receivable processes, procedures and technology.
Establishes unit staff assignments and special projects and studies.
Reallocates staff assignments, as required, to efficiently and effectively address variations in process flow volumes.
Maintains quality control to ensure that accounting transactions comply with financial policies and procedures.
Manages efforts for succession planning, employee development, performance assessment, and performance improvement plans as they relate to maintenance of strong employee teams and/or individual contributors.
Cooperatively develops plans to remediate under-performing employees.
Develops and monitors measurement of customer satisfaction and complaint processes.
Directs ongoing evaluation of accounts payable/receivable processes to assure continuous improvement and alignment with unit and division strategic plans.
Ensures that disbursement of funds is made only in accordance with policies and procedures and proper authorities established for MCPS. Performs related assignments as required.
Class Established: 1/2010
Date(s) Revised: 11/14, 7/2017, 3/2021, 9/2023
Last Reviewed:

This description may be changed at any time.