Accounts Payable Supervisor
Job no: 5041579
Work type: Full-Time (Salaried)
Location: Richmond (City), Virginia
Categories: Audit and Finance
Title: Accounts Payable Supervisor
State Role Title: Financial Services Spec II
Hiring Range: $68,312 - $111,007
Pay Band: 5
Agency: VA Dept of Transportation
Location: Central Office, Richmond, Virginia
Agency Website:
Recruitment Type: General Public - G
Job Duties
The Virginia Department of Transportation (VDOT) is excited to offer and announce a competitive opportunity to serve as an Accounts Payable Supervisor in our Central Office Fiscal Division. This position is located in Richmond, Virginia.
What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to professionalism, at the Virginia Department of Transportation, we have something for you.
The selected candidate will supervise the accounts payable team, ensuring the timely and accurate processing of invoices, payments, and vendor communications. They will oversee the VDOT voucher process, ensuring efficient and effective handling, and delivering timely support to both internal and external customers. Key responsibilities include processing vouchers, resolving reporting concerns, conducting due diligence checks, and identifying potential duplicate payments. The candidate will ensure all tasks are executed with precision and a strong attention to detail.
Additional duties will include, but are not limited to:
Manage Special Non-Routine Events: Address complex inquiries that require detailed analysis and coordination with multiple parties, including those related to special and expedited payments. Oversee the preparation and review of reports related to accounts payable. Identify discrepancies and ensure compliance with state and federal regulations and VDOT policies. Additionally, review exemption reports to maintain accuracy and adherence to applicable policies.
Liaison: Serve as liaison to district and division offices for policies and procedures.
Reporting and Communication: Effectively coordinate and prepare responses to inquiries from both internal and external entities, including billed parties, VDOT divisions and districts, Department of Accounts and the Department of Taxation.
System Maintenance: Develop, implement and assist in maintaining Cardinal and other accounts payable system applications.
Ensure Compliance: Monitor updates to IRS and federal guidelines to ensure ongoing compliance. Negotiate audit assessments and oversee the timely and accurate update of VDOT data and systems as required for compliance. Conduct regular and special reviews of various payment types to ensure adherence to regulations. Take appropriate action on special orders and ensure compliance with Prompt Pay and ARMICS requirements. Collaborate with the Fiscal Analysis and Development (FAD) team to refine and enhance Cardinal processes, leveraging system edits and controls to improve compliance.
Develop and Manage Standard Accounts Payable Operations: Collaborate with multiple divisions to gather necessary information and address special requirements related to land acquisition payments. Analyze financial data to assess the effectiveness and efficiency of associated policies and procedures, including ARMICS compliance. Evaluate VDOT's prompt payment performance, providing recommendations for improvements and corrective actions. Identify and resolve issues related to pending payment files, ensuring timely processing. Review batch releases, status updates, and cash balances to verify adequate funding for payments. Oversee the development and maintenance of the Cardinal system, ensuring it aligns with operational needs. Document comprehensive procedures and continuously assess methods for enhancing operational efficiency and effectiveness.
Administrative Duties: Plan, implement and coordinate special projects, including staff and other resources. Provide updates and training in administrative policies and procedures. Interpret laws, policies, and regulations for administrative areas and develop procedures.
Staff Development and Training: Deliver comprehensive training, technical support, and strategic guidance to accounts payable staff. Conduct performance evaluations to ensure continuous improvement and operational efficiency.
Documentation, Internal Controls and ARMICS: Respond promptly and professionally to all management and audit requests for information. Demonstrate the ability to interpret policies, procedures, agreements, and directives from both internal and external sources (e.g., DOA, Taxation, localities, State agencies). Ensure that updates to ARMICS documentation are completed accurately and in a timely manner. Maintain consistent adherence to proper file documentation and record retention standards across the team, ensuring efficient and reliable retrieval when needed.
Special Assignments: Perform other administrative or special project related duties as assigned. Exhibit professional level of courtesy and customer service in all interactions. Design, implement, and document new work processes to improve efficiency and effectiveness within accounts payable or closely related areas.
Minimum Qualifications
•Supervisory experience.
•Experience applying GAAP.
•Experience using automated financial management systems.
•Skill in the use of computers and software applications.
•Ability to communicate effectively orally and in writing.
•Experience auditing and analyzing financial data and systems and summarizing results.
Additional Considerations
•Previous experience supervising accounting staff. Strong technical experience working with a major automated accounting system.
•Experience analyzing, monitoring, evaluating and reporting on financial data and performance.
•Experience managing a complex Accounts Payable operation.
•A combination of training, experience, or education in Accounting, Finance, Business Administration, or related field desired.
Special Instructions
You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.
This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.
VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request and coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided an emergency operations assignment.
Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.
We are a "Virginia Values Veterans" (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.
VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.
Contact Information
Name: Tammy Varble
Phone: (804) 297-1568
Email:
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
Advertised: 24 Jan 2025 Eastern Standard Time
Applications close: 07 Feb 2025 Eastern Standard Time