Accounts Payable and Accounts Receivable Manager

BASIC FUNCTION OF POSITION:

Provides finance & accounting services to the various Divisions within the UFA, with primary responsibility for Accounts Payable and Accounts Receivable operations. Works across diverse programs and frequently demonstrates broad knowledge due to cross-boundary specialties. Serves as subject matter expert for Accounts Payable and Accounts Receivable system modules.

SUPERVISION RECEIVED:

Works under the general direction of the UFA's Chief Financial Officer and/or Assistant Finance Director. Expected to function independently by using personal initiative to plan, carry out, and balance individual assignments.

SUPERVISION EXERCISED:

Generally supervises Accounts Payable/Accounts Receivable staff, including participating in hiring decisions, setting individual performance goals, conducting periodic performance evaluations, imposing disciplinary action, approving vacation and leave requests, arranging employee training opportunities, etc.

PRINCIPAL RESPONSIBILITIES:

• Performs and supervises purchasing card program administration duties, including online account maintenance, transaction and receipt review, accounting system imports, and cardholder/approver assistance. Develops and delivers training for the purchasing card program.
• Oversees AP/AR processes and reviews work to ensure accuracy and completeness, including purchase orders as well as customer and vendor invoices. Reviews, monitors, originates, and ensures proper format of purchase requisitions and orders, encumbrance and payment requests, and other purchasing and procurement forms. Provides guidance and training to division staff on purchasing and payment procedures.
• Maintains electronic vendor payment information in Caselle and works with vendors, customers, and UFA divisions to resolve payment issues and expedite payments.
• Prepares monthly disbursement lists for distribution to UFA Board.
• Provides AP/AR operational reporting and analysis, including invoice volumes, payment volumes by type, and average days to pay.
• Supports Finance projects, strategic planning, policy development, and the development and maintenance of internal control procedures.
• Gathers, researches, and analyzes data to support UFA projects, management decision-making, workload planning, and records.

• Maintains financial records and documentation to ensure accurate, timely, and auditable financial transactions and compliance with UFA recordkeeping and purchasing requirements.
• Maintains system documentation, procedures, and internal controls related to financial systems, electronic workflows, and records.

• Oversees AP/AR year-end closing procedures, including preparation of documents for the Internal Revenue Service.

• Administers and maintains AP/AR workflows within Caselle, including system configuration, user access, approval routing, testing, troubleshooting, and ongoing maintenance. Coordinates with Technology on AP/AR system updates and functionality.
• Serves as the Finance administrator and program owner for the Revver document management system, managing user access, workflows, processes, troubleshooting, and implementation of new functionality across Finance and other UFA divisions.
• Evaluates AP/AR processes and recommends automation, system, and workflow improvements in collaboration with Finance, Technology, and other UFA divisions. Develops and implements electronic AP/AR processes and workflow improvements that increase efficiency, strengthen internal controls, and improve documentation and audit trails.
• Provides training and ongoing support to UFA employees and supervisors on Caselle, Revver, purchasing, invoice approvals, purchase order requests, and other AP/AR processes. Develops training materials and provides individual and group instruction.
• Coordinates AP/AR software implementations, upgrades, testing, and enhancements, including workflow design, process implementation, and user adoption.
• Assists other members of Finance with tasks as requested.
• Establishes and maintains effective working relationships with member cities, UFA staff, allied agencies, public officials, vendors, and the general public.
• Provides professional and responsive customer service to UFA personnel, suppliers, sales representatives, and other external parties.
• Provides oversight of AP/AR functions for Unified Fire Service Area (UFSA).
• Performs other duties and assignments as required.

TYPICAL DECISIONS:

Incumbents typically set their own priorities within assigned programs or projects, relying on demonstrated experience and in-depth knowledge of general accounting principles, cost accounting principles, general auditing principles, UFA purchasing protocols, and vendor relations.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Common accounting and spreadsheet programs and practices.

• Accounting software programs
• Applicable federal and state laws, rules, regulations, and policies and procedures
• Basic business mathematics and business English.

Skills in:

• Applications and use of basic business computer use & software (Microsoft Word, Excel, PowerPoint, etc.)

• Operation of basic office equipment, including copiers, printers, fax machines and scanners

• Monitoring or tracking information or data
• Communicating information and ideas clearly and concisely
• Preparing clear, accurate, and concise reports, correspondence, and other materials

Ability to:

• Use judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent analyzes results and recommends changes and solutions.
• Establish and maintain effective working relationships with partner entity staff, UFA staff, allied agencies, public officials, and the general public.
• Collaborate with direct reports and other members of UFA to perform responsibilities effectively.
• Deal effectively and professionally with UFA personnel, suppliers, sales representatives, and couriers.
• Meet expected deadlines and attain measurable results as defined by the UFA's CFO and Assistant Finance Director.

MINIMUM EXPERIENCE AND QUALIFICATIONS:

• Valid Utah Driver License
• A Bachelor's degree in Accounting, Business Administration, Finance, or other closely related field, plus three (3) years of experience in a field closely related to these duties, and at least two (2) years of supervisory experience.

OR

An Associate Degree, plus six (6) years of closely related experience and at least two (2) years of supervisory experience.

OR

An equivalent combination of related experience and education

DESIRABLE QUALIFICATIONS:

• Municipal or governmental finance experience
• Knowledge of Caselle Government Finance Software
• Knowledge of Revver Document Management System

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday; however, after-hours and weekend work is occasionally necessary.

PHYSICAL AND MENTAL JOB REQUIREMENTS:

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and use of computer equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors; hear, speak, and communicate verbally using the English language; cognitive thinking and mathematical calculation capabilities; manual dexterity to manipulate standard office equipment, papers, files, and records. This position has the ability to lift up to ten (10) pounds and may require occasional driving to various meetings and work locations.

The position is considered a Category A under the Mobile Phones Policy (Employee can also elect to be assigned a mobile phone based on policy)