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Position Overview:
The Disbursements Manager will provide oversight to the agency’s cash disbursement structure and processes including the electronic approval system, accounts payable, credit cards, and prepaid cards.
Essential Duties and Responsibilities:
- Manage the agency’s disbursement process including accounts payable, credit cards and debit (prepaid) cards. Purchase Order system
- Maintenance of approval workflows in automated approval system.
- Work cross functionally with the fiscal and purchasing departments to ensure appropriate coding of invoices and purchase orders. Ensure all invoices have proper documentation.
- Ensure vendor accounts are properly established, timely paid, and reconciled routinely.
- Oversee the AP Mailboxes and the timely processing of all invoices.
- Manage prepaid (PEX) cards ensuring adequate cash balances in all cards.
- Maintenance of vendor files, ensuring appropriate 1099 status. Preparation of annual 1099’s.
- Monitoring of AP open items, PEX and credit card accounts; perform reconciliation to General Ledger
- Train and develop accounts payable staff, setting performance goals and conducting evaluations
- Ensure adherence to company policies, internal controls, and relevant regulations. Prepare and present reports on accounts payable activities, including aging reports and cash flow forecasts.
- Participate in the implementation of new systems and processes to enhance efficiency, scalability, and the overall cash disbursement workflows.
- Integrate across teams, such as purchasing and accounting. To ensure smooth and complete implementation of PO system.
Required Qualifications and Skills:
- Proficient with Microsoft Office Suite or related software.
- Bachelor's degree in Accounting, Finance, or Business Administration.
- Minimum of 3 years of experience in Finance Operations with a strong focus Accounts Payable. More experience preferred.
- Ability to work in Paperless Environment with a focus on automated systems and workflows.
- Attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive and confidential information with discretion and integrity.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift up to 15 pounds at times
