ACCOUNTS PAYABLE MANAGER
OVERALL PURPOSE OF THE POSITION
- The Accounts Payable (AP) Manager is responsible for overseeing all aspects of the school’s accounts
payable process to ensure accurate, efficient and timely processing of payments. The AP Manager
supports the financial operations of the school by managing vendor relationships, reconciling accounts,
maintaining accurate records, and ensuring compliance with internal policies and external regulations.
- The focus of the role is to provide a quality and efficient service to both internal and external
stakeholders in the facilitation of all activities associated with the payments cycle.
PRIMARY DUTIES & RESPONSIBILITIES
- Manage the full accounts payable cycle, including invoice receipt, coding, approval, and payment
processing.
- Review and process expense reimbursements, ensuring adherence to school policies and
guidelines.
- Maintain accurate vendor records and payment terms.
- Oversee supplier onboarding and maintenance, ensuring new suppliers and supplier changes are
supported by appropriate documentation, validation, approval and record keeping before payments
are made.
- Reconcile AP subledger to the general ledger on a monthly basis and resolve discrepancies.
- Collaborate with department heads and faculty to facilitate timely purchase order and invoice
approvals.
- Monitor compliance with the school’s delegation of authority, purchasing and approval workflows,
including appropriate escalation of exceptions, overdue approvals and transactions outside approved
policy settings.
- Prepare and execute weekly and monthly reports, payments and transfers, as required
- Oversee EFT runs on a weekly basis, as necessary
- Administer and review staff credit card and expense processes, including timely acquittal, policy
compliance, follow-up of outstanding items and reporting of non-compliance or repeated exceptions.
- Facilitate processing of credit card entries in ExpenseMe Pro and Engage, follow up unprocessed
entries and assist staff with related queries or issues.
- Maintain strong payment security controls, including review of supplier banking changes,
segregation of duties, Eftsure validation, exception reporting and escalation of suspected fraud,
duplicate payments or unusual payment activity.
- Manage validation of suppliers in Eftsure
- Ensure supplier payments are processed in accordance with relevant tax and compliance
requirements, including GST treatment, ABN checks, withholding tax where applicable, contractor
payment requirements and accurate supporting documentation.
- Assist with monthly and year-end closing procedures, audits, and financial reporting as needed
