Title: Accounts Payable Manager

State Role Title: Financial Services Manager I

Hiring Range: $76,388 - $124,131

Pay Band: 5

Agency: VA Dept of Transportation

Location: Central Office, Richmond, Virginia

Agency Website: https://www.virginiadot.org/jobs

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 Manager in our Central Office’s 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.

VDOT is seeking an experienced and detail-oriented Accounts Payable Manager to oversee and manage accounts payable functions. This position will play a key role in maintaining the organization's financial integrity by processing payments accurately and timely, updating applicable policies and procedures, reporting accruals for the annual comprehensive financial report (ACFR), complying with state financial policies and government regulations, and maintaining robust internal controls to meet audit and regulatory requirements. The manager will manage nine AP staff in central office and provide oversight in nine districts.

Duties include:

Financial Reporting, Compliance, Audit Support, Internal Controls:
Oversee the accounts payable accrual and commitments disclosures for the ACFR issued by the Department of Accounts. Coordinate classification and accounting treatments for financial transactions. Ensure adherence to state and federal regulations, including Generally Accepting Accounting Policies (GAAP) and Agency Risk Management and Internal Control Standards (ARMICS). Assist in preparing for state and federal audits, ensuring financial records are accurate and complete. Work with teams to develop timely responses to management and audit requests. Ensure documentation and record retention standards are met for easy retrieval.

Manage Accounts Payable:

• Invoice Processing: Timely and accurate processing of vendor invoices and payment requests.
• Vendor Management: Develop and maintain positive relationships with vendors. Address any vendor inquiries or issues regarding payment status or discrepancies.
• Reconciliation: Regularly reconcile internal accounts payable records with the general ledger to ensure accuracy.
• Payment Scheduling: Prepare and schedule payments for approval, ensuring they are made on time to maintain good vendor relationships and avoid late fees.
• Expense Reporting: Process and review employee expense reports, ensuring compliance with department’s policies and procedures.
• Payment Methods: Oversee the use of various payment methods (checks, wire transfers, ACH) and ensure they align with organizational policies.
• Systems Management: Utilize Virginia's Enterprise Resource Planning management system (Cardinal) for payment processing and financial reporting in conjunction with any internal application.
• Payment Processing & Error Resolution: Guide VDOT staff in payment processing and resolve errors in a timely manner. Troubleshoot and resolve issues in Cardinal.
• IRS & Federal Compliance: Oversee vendor 1099 reporting and compliance with IRS requirements. Respond to inquiries regarding vendor data discrepancies.
Leadership:
• Team Leadership: Supervise and mentor a team of accounts payable staff.
• Cross-Departmental Coordination: Work closely with Procurement and Finance teams within the nine districts and central office to ensure timely payments and adherence to state procurement and payment policies.
• Staff Training & Development: Provide technical assistance, training, and encourage knowledge-sharing among staff. Collaborate with various teams to enhance operations and reporting.

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 the accounts payable functional area.

Minimum Qualifications

• Experience applying GAAP.
• Skill in the use of computers and software applications.
• Experience using financial management systems.
• Experience with accounting practices and internal controls.
• Ability to work as a team player.
• Ability to develop and present technical training.
• Experience supervising complex accounts payable operations.
• Ability to communicate effectively orally and in writing.
• Ability to analyze and interpret financial data.

Additional Considerations

• Certification as a Certified Public Accountant (CPA) or equivalent preferred.
• A combination of training, experience or education in Accounting, Finance, Business Administration, or related field desired.
• Strong knowledge of Virginia’s procurement policies, financial policies, and regulatory compliance.
• Proven ability to manage, train, and motivate teams to ensure accuracy and efficiency in accounts payable processes.
• Experience using Cardinal (PeopleSoft financial management system) or similar financial management systems
• Progressively responsible experience in accounts payable operations, financial system analysis and troubleshooting system issues.
• Experience working in a large, diverse and complex financial accounting environment.
• Experience in developing and delivering technical training to staff and stakeholders.
• Ability to work collaboratively as a team player.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé 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: [email protected]

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.