Accounts Payable Supervisor

Position Title: Accounts Payable Supervisor

Location: Indianapolis, Indiana

Starting Pay: $70-75K per year DOE

THE MOST TRUSTED NAME IN CELEBRATING STUDENT MILESTONES – HERFF JONES

Herff Jones is the leading provider of graduation and educational products and services designed to inspire achievement and create memorable experiences for students. Herff Jones' products include class rings and jewelry, caps and gowns, yearbooks, diplomas, frames, announcements, and Greek accessories as well as motivation and recognition programs.

Since 1920, our team has worked alongside students, faculty, and staff on campuses nationwide to help build a stronger community and celebrate student milestones. Our continued success relies on hiring extraordinary talent, with a passion for making a difference and eagerness to roll up the sleeves, to help us write the story of our next 100 years.

Your Opportunity:

The Herff Jones Accounting team is looking for an Accounts Payable Supervisor to join our HJ Family. 

Position Summary:

The Accounts Payable Supervisor oversees the accounts payable team, directs the processing of invoices and payments, and maintain accurate financial records and controls. You will be working closely with cross-functional business partners to ensure timely and accurate recording and reporting of accounts payable transactions. You will lead the team in driving continuous improvement through use of enhanced technology and performance metrics to help to shape the future of the Shared Services organization.

What we want you to accomplish:

Lead the AP function, managing day-to-day operations and owning the monthly AP close process

Assist in streamlining and improving Accounts Payable functions

Assist with new ERP integration and testing.

Core Activities:

Communicate effectively and professionally with outside suppliers to resolve problems

Serve on project teams, such as system upgrades or process enhancements by conducting user acceptance testing for processes affecting Accounts Payable

Ensure the invoices and payments are processed in accordance with terms, with a high degree of accuracy and timeliness

Understand the full invoice to cash cycle to quickly identify the source of bottlenecks, problems, and drive issues to resolution

Support the accuracy of Accounts Payable related to general ledger accounts by ensuring that routine activities are being completed in a timely manner.

Research, resolve and communicate invoicing issues, discrepancies, or outstanding balances on vendor accounts accordingly

Assist in the development and implementation of our continuous improvement strategy within AP.

Develop, implement, and maintain standard systems and processes to ensure adherence to company policies

Assemble information for external auditors for the annual audit and quarterly reviews

Maintain desktop procedures for all responsibilities

Reconcile processed work by verifying entries and comparing them to system reports

Review mock payment run prior to sending to Controller for approval weekly

Reconcile processed payments by verifying to approved payments file weekly

Obtain proper approvals for invoices/items for payment

Pay vendors by monitoring discount opportunities and scheduling and preparing payments via check or ACH

Maintain current and new vendor setups (verify federal/tax ID numbers, method of payment, payment terms, payment and withholding addresses) and provide approvals

Maintain route codes and the approval (authority) matrix

Review and issue stop payments, void and reissue requests

Review and approve/deny Positive Pay exceptions

Partner closely with the accounting team to ensure accurate posting of all transactions

Perform month end close process, as backup

Review month-end close reconciliation

Maintain supporting documents and invoices electronically

Review aged credits and invoices (90+ days) for accuracy

Respond to vendor & internal inquiries as needed; Verify vendor accounts to monthly statements

Increase Vendor ACH Enrollment

Write and maintain/update procedure documents

Run the 1099 process and file return with the IRS

Monthly metrics for Accounts Payable (errors, volume processed)

Protect confidentiality of all Company financial information

Assign duties or additional responsibilities to AP Specialist(s) as needed

Special projects may be assigned periodically

Success Indicators:

Ability to work independently, exercising discretion and sound judgment.

Skilled team player with interpersonal skills and a record of successfully working with cross-functional business stakeholders

Demonstrated success managing workload and prioritizing based on current business needs and time constraints

Ability to effectively communicate with the Accounting Manager any questionable items prior to processing

Possess great attention to detail and excellent organization skills

Increase job knowledge by participating in additional educational opportunities

Education / Certifications Required:

HS Diploma or equivalent

5-7 years + prior work experience in Accounts Payable

Experience with OCR reader technology preferred

Associate Degree in Accounting encouraged to apply

Proficient in Microsoft Word, Excel & Outlook

JOIN THE BEST TEAM ON THE FIELD IN SPORT, SPIRIT & ACHIEVEMENT 

About Herff Jones:

Indianapolis-based Herff Jones is the leading provider of graduation and educational products and services designed to inspire achievement and create memorable experiences for students. Herff Jones’ products include class rings and jewelry, caps and gowns, diplomas and announcements as well as motivation and recognition programs. Focused on building long-term relationships through a nationwide network of over 1,400 employees and sales partners, the professionals at Herff Jones have been helping elevate the student experience throughout the lifelong journey of education for more than 100 years. For more information about Herff Jones, please visit www.herffjones.com. 

Herff Jones, Inc. and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law. Herff Jones strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity. 

Any employment agency, person or entity that submits a résumé into this career site or to a hiring manager does so with the understanding that the applicant's résumé will become the property of Herff Jones. Herff Jones will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.