Accounts Payable Manager, Willits, CA.

Posted: 8/20/2020

Job Purpose

Direct and coordinate all Accounts Payable department operations and manage staff.   Communicate with key personnel to achieve overall success for the company. Planning and delegating all department members, systems, and procedures for optimal operating efficiency.


MANAGER’S Primary Duties and Responsibilities

Supervise Department Operations

  • Ongoing review of department productivity, ensuring department runs as smooth as possible on a consistent basis
  • Responsible for maintaining proper time management of all departmental tasks
  • Implementing controls that promote efficiency and effectiveness
  • Apply strategic planning to determine departmental objectives

Employee Management and Human Resources

  • Participate in new employee interviews and train employees
  • Ensure all subordinate employee time card accuracy
  • Processing of time off requests (vacation, sick, unpaid) and/or time change requests
  • Scheduling department work hours
  • Document individual performance and disciplinary actions
  • Recommend appropriate actions for staff (lateral, advancement, demotion, or termination)
  • Supervise direct reporting staff according to overall company policy
  • Maintain regular department meetings with written agenda, list of employees, and signup sheet, kept on file
  • Coach, mentor and motivate staff and set employee goals and objectives
  • Ensure confidentiality of employee and sensitive information

Interdepartmental Communication

  • Ensure departments function together effectively
  • Maintain open lines of communications with interdepartmental managers
  • Generate procedure improvements when needed
  • Administrative meetings; follow-through and follow-up
  • Flexible and accommodating to growth and change

Specific Responsibility and Authority to Department

  • Maintain a posting schedule
  • Respond to all vendor issues personally, refer to or delegate appropriate personnel when required, and follow up on resolution of issue
  • Review reconciliation of accounts payable invoices daily
  • Prepare and ensure accuracy of weekly check run documents
  • Solution oriented, will review issues timely to ensure no past due invoices
  • Review 1099 worksheet
  • Hard-copy and electronic source documents evidencing business transactions have been retained in accordance with establish record retention guidelines
  • Support with all aspects of the Summer Expo show

DEPARTMENTAL SUPERVISORY Duties and Responsibilities

  • Oversee prompt professional contact and responses to all form of vendor inquiries, account discrepancies
  • Ensure personnel are checking and comparing all received paperwork to invoices received from vendors, cost, quantity and freight
  • Ensure Pricing and Logistics are apprised of any price changes
  • Ensure proper posting and reconciliation of vendor invoices are performed daily
  • Ensure open payables are pulled each week and prepared for weekly check run
  • Ensure vendors and freight companies are contacted as needed and contact is properly documented
  • Ensure new vendor accounts are approved created and handled properly




Associate degree in accounting and (5) years experience as an accounts payable professional or (2) years in an accounting administrator role.  Bachelor’s degree preferred.  Ample experience managing people preferred.


  • Ability to solve practical problems using critical thinking
  • Organized and works well under pressure, attention to detail
  • Excellent written and verbal communications skills, confidentiality skills, and interpersonal skills
  • Ability to read and interpret industry related documents, forms, and procedure manuals
  • Ability to write routine reports and correspondence
  • Intermediate mathematical skill – Ability to calculate figures and amounts such as discounts, markups, proportions, and percentages
  • Familiarity with Internet and Microsoft Office
  • Proficient in Microsoft Excel, and Microsoft Word
  • Proficient in Epicor POS, IMU, and MCR modules
  • Dependable, punctual, professional


Specialized Knowledge:

  • Knowledge of business and management principles and practices
  • Knowledge of strategic planning, and human resource management principles and procedures
  • Knowledge of basic office administrative procedures, and proficient in relevant software applications
  • Knowledge of accounting and bookkeeping best practices and procedures



  • Nursery and horticulture supply knowledge a plus
  • Bilingual a plus


Working Conditions

Works primarily (95% of the time) indoors in a climate-controlled, smoke-free environment, with moderate noise levels.  The employee may also work (5% of the time) outdoors or in buildings that are not climate-controlled where they may be exposed to fumes, airborne particles, or agricultural elements due to the nature of the business.


Mandatory overtime in the busy season, which may include some Saturdays.


Physical Requirements

Majority of the day is spent sitting and occasionally standing, working on a computer.  May have occasional lifting of less than 10-25 lbs.


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