Accounts Payable Supervisor - (1.0 FTE, Days)

Category: Finance & Accounting
Job Type: Full-Time
Shift: Days
Location:  Palo Alto CA 94303
Req: 7180
FTE: 1

Finance & Accounting

1.0 FTE, 8 Hour Day Shifts

Lucile Packard Children's Hospital Stanford is the heart and soul of Stanford Children’s Health. Nationally ranked and internationally recognized, our 311-bed hospital is devoted entirely to pediatrics and obstetrics. Our six centers of excellence provide comprehensive services and deep expertise in key obstetric and pediatric areas: brain & behavior, cancer, heart, pregnancy & newborn, pulmonary and transplant. We also provide an additional, wide range of services for babies, kids and pregnant moms.

Provides overall direction and guidance to the staff processing accounts payable and vendor services including maintaining records of amounts owed, verifying invoices, computing discounts, coding expenses, preparing vouchers, and issuing checks for payment. The Accounts Payable Supervisor prepares financial reports for various agencies, and creates new accounting forms as needed. Prepares accounts payable register and other related reports. Provides guidance, coordination and training to staff on accounts payable and purchasing procedures.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned. 

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patients rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the Service Standards of the Hospital(s).

  • Assists, guides, and instructs support staff with non-routine policy interpretations or transaction problems which require resolutions

  • Designs appropriate work schedules for subordinate employees and plan daily work assignments in order to maintain adequate staffing to meet departmental needs

  • Performs supervisory functions for the assigned program, section, or unit by interviewing and recommending the hiring of new staff members; providing or arranging for training for subordinates; evaluating subordinates' performance; and recommending personnel actions such as promotions, transfers, or disciplinary action to ensure adequate and competent staffing

  • Supervises personnel engaged in assigned business cycle.  Plans work assignments, evaluates work performed, and provides direction and decisions in handling procedural and technical problems.

  • Monitors work outcomes and provide metric data for management

  • Develops, maintains, and evaluates accounting systems and internal control procedures and recommends improvements.  Ensures that the records, policies, procedures, and controls related to supervise accounts payable function are in accordance with hospital policies and procedures.

  • Ensures Standard Operating Procedures for accounts payable are maintained. 

  • Identifies appropriate internal controls for the department; provides mechanisms to monitor and enforce compliance.

  • Maintains various fiscal information, files and records for providing an up-to-date reference and audit trail for compliance

  • Participates in establishing departmental policy

  • Reconciles a variety of accounts and reports to ensure accuracy

  • Owns completion and resolution of complicated supplier reconciliations

  • Manages vendor statement review and resolution of vendor discrepancies

  • Researches discrepancies of financial information and/or documentation (e.g., purchase orders, vendors, invoices, etc.) for ensuring accuracy and adherence to procedures prior to processing

  • Verifies budgets for the purpose of determining whether there is adequate funding for purchases

  • Prepares monthly, quarterly, and annual accruals related to Accounts Payable and prepares balance sheet reconciliations

  • Reviews processing of all EDI files received and owns resolution of issues

  • Supervises, prepares, and submits financial information required by federal, state, and governmental agencies.

  • Ensures accurate and timely completion of Form 1099 reporting process

  • Ensures accurate and timely completion of the Accounts Payable check Escheatment Process

  • Ensures timely completion of annual Accounts Payable file archiving

  • Builds solid relationships across all units at various accounting levels

  • Works collaboratively with all departments, management levels within the company, and external suppliers

  • Acts as a key role and leader for department projects

  • Assumes additional responsibilities as assigned

Minimum Qualifications 

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High School Diploma or GED equivalent.

License/Certification: None

Experience: Two (2) years of progressively responsible and directly related work experience

Knowledge, Skills, and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

  • Ability to interpret, apply and explain rules, regulations, policy and procedures.

  • Ability to manage budgets and expenses.

  • Ability to manage workflow and/or business cycle productivity.

  • Ability to plan, organize, assign, prioritize, evaluate, and supervise the work of subordinate employees performing the same or similar work.

  • Ability to plan, organize, develop tactical plans and sets priorities.

  • Ability to solve technical and non-technical problems.

  • Ability to supervise, coach, mentor, train, and evaluate work results.

  • Ability to work effectively through and with others

  • Knowledge of accounts payable principles and practices

  • Knowledge of computer systems and software used in functional area.

  • Knowledge of financial transaction flows, including system interfaces.

  • Knowledge of local, state and federal regulatory requirement related to the functional area accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

  • Exhibits superior time management and organization skills, including ability to prioritize own work and work of subordinate employees to meet deadlines