Accounts Payable Supervisor

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Accounts Payable Supervisor
The candidate will provide oversight for all accounts payable functions in the firm's financial accounting system. Provide oversight for all aspects of the firm's Expense and Invoice management system. Duties include management of approval dashboards, entity updates and ensuring accurate and timely audit of submitted invoices and expenses. Provide support and guidance to users as needed. Review weekly accounts payable aging and prepare schedule of invoices due to be paid. Ensure secure access to check stock and daily reporting of positive pay file to bank. Initiate payment of domestic invoices via wire when required. Provide confirmation of international wires when required. Follow guidelines in place for verifying wiring instructions before initiating or confirming payment. Function as the lead for implementations, upgrades and management of applications that directly support the Accounts Payable team. Provide oversight for Accounting's vendor database used to establish new vendors and modify existing vendors. Maintain accuracy of vendor master files in the firm's financial accounting system, including appropriate payment terms, payment method and accurate setup for 1099 treatment. Ensure a current Form W-9 or Form W-8 is electronically filed for all vendors. Provide oversight to the accounting process for the firm's travel management partner. Ensure monthly reconciliation of invoices against credit card statements and accuracy in client cost billing and general ledger expense. Provide oversight for the accounting process for Intellectual Property patent and trademark filing activities. Ensure ongoing reconciliation of filing fees against credit card statements and accuracy in client cost billing. Provide oversight to firm issued credit cards, distribute statements to card owners for processing in the Expense and Invoice management system, ensure payment deadlines are met. Collaborate with Payroll team for the reimbursement of employee and partner expenses through the firm's payroll system. Adhere to data file requirements, comply with payroll deadlines, reconcile reimbursements and update the financial accounting system accordingly. Collaborate with internal tax team on the annual filing of Form 1099, ensure compliance with tax filing deadlines and maintain proper audit trail of working papers. Supervise the Accounts Payable staff including selection, training and performance assessment/management. Develop and mentor staff through formal and informal coaching to ensure work is appropriately prioritized and processed effectively. Reconcile and track employee travel advances and trial site cash advances to ensure prompt submission of receipts and resolution of outstanding amounts. Balance petty cash on a monthly basis. Engage with vendors regarding unpaid invoices, respond to statement of accounts and provide assistance to legal and administrative teams as requested. Work closely with the General Ledger team to resolve reconciling items when needed. Participate in the annual financial audit. Review and provide modifications to accounts payable procedures, including internal control procedures, as documented in Accounting's Standard Operating Procedures. Work directly with Learning & Development in development of training guides and training videos. Troubleshoot accounting inquiries from attorneys, vendors, staff and clients to provide prompt resolutions and maintain goodwill. Protect the assets of the firm by ensuring adherence to generally accepted accounting practices. Supervises the Account Payable personnel and is responsible for the overall direction, coordination, and evaluation of these employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

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