Accounts Payable Lead

Accounts Payable Lead

Store: Santa Clarita - Headquarters Map

Wage: $24.00 - $30.00

Type: full-time

Description

Title: Accounts Payable Lead

Classification: Non-Exempt

Reports To: Accounts Payable Manager

JOB DESCRIPTION

Position Summary:

The Accounts Payable Lead is accountable for executing Accounts Payable responsibilities while offering daily leadership, direction, and workflow oversight to a team of three to four accounts payable professionals. This role ensures the accurate and timely processing of invoices, preparation of payments, resolution of vendor inquiries, account reconciliation, and adherence to company policies and internal controls. Reporting directly to the Accounts Payable Manager, the Accounts Payable Lead also supports team training, workload prioritization, issue escalation, process enhancements, and departmental reporting.

General Duties and Responsibilities:

Review, scan, code, and process invoices for designated locations, ensuring thoroughness, accuracy, appropriate approvals, and prompt entry into the accounts payable system.

Process vendor invoices by validating payment information, confirming supporting documentation, and assigning accurate codes to office, department, location, and general ledger accounts.

Receive original invoices, submit them for approval as necessary, monitor payment progress, and follow up with outstanding items to facilitate timely vendor payments.

Audit supporting documents to confirm proper authorization, correct account coding, receipt or purchase order support, and inclusion of all required backup documentation prior to invoice processing.

Research and address internal and external inquiries concerning invoice status, check issuance, payment timing, discrepancies, or requests for supporting documentation.

Analyze and resolve issues related to invoice processing, payment discrepancies, vendor account concerns, purchase order variances, and workflow exceptions.

Maintain precise and organized records for processed invoices, payment support, vendor communications, and other accounts payable documentation in accordance with company retention requirements.

Assist with month-end activities, account reconciliations, accruals, vendor statement reviews, reporting, audit responses, and assigned process improvement projects.

Identify, recommend, and support opportunities to automate accounts payable processes, reduce manual tasks, improve workflow efficiency, and strengthen accuracy and internal controls.

Supervisory Responsibilities:

Oversee daily operations, provide guidance, coaching, and direction to an accounts payable team of three to four members, including task assignment, workload prioritization, deadline monitoring, and coverage coordination.

Support the Accounts Payable Manager by training new and current team members on departmental procedures, invoice processing standards, system usage, internal controls, and company policies.

Verify team output for accuracy, completeness, and compliance, escalating complex issues, exceptions, or performance matters to the Accounts Payable Manager when necessary.

Monitor team productivity, follow up on pending invoices or unresolved issues, and ensure consistent implementation of departmental procedures and internal controls.

Communicate team updates, workload challenges, staffing requirements, and recommendations for process improvements to the Accounts Payable Manager.

Knowledge and Skills:

• This role demands exceptional leadership, a high degree of professionalism, sound judgment, and the ability to mentor and support team members within a dynamic accounts payable environment.
• The position is hands-on and requires a proactive approach and willingness to engage directly with operational tasks.
• Candidates must demonstrate strong numerical aptitude and keen attention to detail.
• Proficiency with ten-key by touch is required.
• Excellent verbal and written communication skills are essential.
• The capacity to work autonomously and thrive in a fast-paced, collaborative team setting is necessary.
• A positive disposition and enthusiasm for teamwork are expected.
• Applicants should be adept at managing multiple deadlines, supervising team workflows, identifying process challenges, and effectively communicating updates to the Accounts Payable Manager.
• Advanced proficiency in Microsoft Office applications is required.
• The role involves accurately processing between 500 and 700 invoices weekly.
• Responsibilities include reviewing accounts payable transactions for accuracy, maintaining comprehensive documentation, and ensuring compliance with departmental procedures and internal controls.
• Strong organizational abilities and effective task prioritization skills to consistently meet deadlines are imperative.
• Ability to evaluate repetitive accounts payable activities and collaborate on automation solutions that improve efficiency, consistency, reporting, and compliance.

Physical Demands:

• Occasionally required to lift supplies and materials.

Position Type/Expected Hours of Work:

• Monday through Friday 8:00 am - 5:00 pm, possible overtime.

Required Education and Experience:

• At least three years of accounts payable experience handling both general and inventory invoices, ideally in a fast-paced setting.
• Leadership roles such as lead, senior clerk, trainer, or supervisor are preferred, especially if you have managed teams of three to four people.
• Experience in a busy office with strict deadlines is essential.
• Familiarity with Microsoft Dynamics AX financial modules is advantageous, though not mandatory.
• Background in the retail or grocery sector is beneficial, but not required.

This job description is not intended to be all-inclusive, and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives.

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Privacy Notice (CCPA)

VALLARTA SUPERMARKETS

NOTICE TO JOB APPLICANTS (1/1/2023)

California Consumer Protection Act ("CCPA")/California Privacy Rights Act ("CPRA")

This notice explains to you, pursuant to the California Consumer Protection Act ("CCPA")/California Privacy Rights Act ("CPRA"), how Vallarta Supermarkets, and related entities, (the Company), may collect your information in relation to your application for potential employment with the Company.

• Personal Information

For purposes of this notice, "Personal Information" means information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular California resident or household, or as otherwise defined under the CCPA/CPRA, including consumers, employees, and job applicants.

"Personal Information" does not include certain information, including publicly available information lawfully made available from government records, deidentified or aggregate information, or other information excepted under the CCPA/CPRA.

• Information We Collect about Applicants

We need you to provide certain information in order for you to complete your application for employment with the Company. The following provides the categories of Personal Information we may collect about applicants as part of the application process, and/or our employees if ultimately hired.

• Personal Identifiers. We may collect your name, driver's license or state identification card number, passport number or other government identification number (including U.S. work authorization number), Social Security information, residence/postal address, email address(es), phone number(s), and other contact information during the application and recruitment process. We may collect your emergency contact information as well. If you are hired, we may collect additional personal identifiers about you to facilitate the employment relationship.
• Characteristics of Protected Classifications under California or Federal law. We may collect your age, date of birth, race, ethnicity, sex/gender, and marital status.
• Biometric Information. We may collect your fingerprints to facilitate the employment relationship, if you are hired, and required as part of the hiring/employment process.
• Professional or Employment-Related Information. Depending on your role/duties with the Company, we may collect information regarding your criminal history, driving history, and credit history as part of our employment background check. We also collect information regarding your professional and employment history and other qualifications you provide in your employment application, including references, skills/abilities, employment goals and expectations, and other related information (if you choose to provide them).
• Education Information. We collect information regarding your professional and education history to the extent provided in your resume/application.
• Thermal or other Health-Related Information. If you apply in-person or come to our worksite(s) as part of the application process, we may need to take your temperature or other similar information as part of our health protection policies. However, this information is not retained, and will only be obtained if required by law.
• Additional Information. We may gather information about your potential employment with the Company, such as the company location/facility to which you are assigned, position and description of duties, fulltime and part-time status, pay rate, as well as descriptions about your job performance and skills.
• Purposes for Collection of Your Personal Information

We use the above categories of personal information for the following business purpose(s):

• To make recruitment and employment decisions, including assessing your application and qualifications for employment with us.
• To conduct and verify background checks (where applicable).
• If hired, to facilitate onboarding, payroll, benefit, and leave of absence administration
• For security purposes.
• To obtain and/or maintain insurance policies and coverage.
• To comply with applicable federal, state, and local laws and regulations.
• To manage workers' compensation claims and conduct workplace investigations.
• Third-Party Collection of Personal Information

The Company may use third-party vendors, such as Alliance Background, to facilitate the application process for applicants. In this process, these third parties may collect an applicant's personal information and provide it to us for employment decisions.

• Additional CCPA/CPRA Disclosures

At this time, the CCPA/CPRA does not afford applicants or employees the right to make requests regarding their Personal Information as it relates to the application and/or employment relationship. This does not affect other rights you may have under other laws.

Further, nothing in this notice restricts the Company's rights or ability to:

• Comply with applicable federal, state, and local laws and regulations.
• Meet any other legal obligation, including complying with lawful inquiries, investigations, subpoenas, court orders, or other requirements of applicable lawful authorities.
• Exercise its legal rights and defend claims.
• Report potentially unlawful activity to appropriate law enforcement and cooperate in any resulting investigation.
• Detect and respond to unauthorized activity and security incidents.
• Protect against and report potential illegal activity and/or fraud; or
• Provide information to our service providers in relation to the above listed purposes, or transfer information as part of a merger, acquisition, or other transfer of some or all of our business to another party.