Accounting Supervisor at City of Charlotte in Charlotte-Mecklenburg Government Center

Job description

• Responsible for supervising Accounts Payable operations within the Financial Services Division, including oversight of invoice processing, vendor onboarding, payment disbursements, and exception resolution. Ensures compliance with City policies, internal controls, and accounting standards while providing leadership, training, and performance management for AP staff. Supports process improvements, technology adoption, and financial reporting requirements.
• Supervise Accounts Payable staff responsible for invoice processing, vendor onboarding, payment runs, and exception resolution. Provide coaching, training, and performance feedback to support staff development and ensure consistent application of AP procedures.

Responsibilities

• Oversee the full invoice lifecycle, including three‑way match validation, coding accuracy, and workflow approvals.
• Ensure timely and accurate processing of payments, including ACH, checks, virtual cards, and wire transfers. Review and approve payment batches, adjustments, voids, and reissues.
• Oversee vendor file maintenance, including W‑9 collection, tax classification, and address updates.
• Manage 1099 reporting and ensure compliance with IRS regulations.
• Monitor AP aging, accruals, and outstanding liabilities to support financial reporting.
• Ensure proper handling of duplicate payment prevention, credit memos, and vendor disputes.
• Lead continuous improvement initiatives to enhance AP efficiency, accuracy, and internal controls.
• Maintain and update AP procedures and policies to ensure compliance with City guidelines, state regulations, and audit requirements.
• Support ERP system maintenance, including identifying system defects, evaluating customization requests, and documenting testing results.
• Develop and implement internal controls to safeguard City funds and reduce financial risk.
• Coordinate with internal and external auditors during AP‑related audits and reviews.
• Manage monthly AP closing activities, including accruals, reconciliations, and reporting. Prepare AP aging reports, exception summaries, and performance metrics for management review. Conduct research and analysis to resolve complex invoice discrepancies, vendor issues, or payment errors. Prepare responses to Public Records Requests related to AP operations. Perform additional accounting and reporting duties as assigned.
• Respond to escalated vendor inquiries regarding invoice status, payment timing, and discrepancies.
• Coordinate with departments citywide to ensure accurate invoice coding, proper approval routing, and timely issue resolution.
• Provide guidance on AP processes, policies, and system functionality. Communicate effectively with internal departments, external vendors, and procurement partners.
• Use advanced Excel functions to analyze and manipulate financial data. Support technology adoption and change management initiatives within the AP team.
• Assist with data integrity efforts, including identifying and correcting system errors or inconsistencies.

Requirements

• High School Graduate or Equivalent and nine (9) years of related work experience
• OR
• 2 Year College Degree and seven (7) years of related work experience
• OR
• Bachelor's Level Degree and five (5) year of related work experience
• OR
• Master's Level Degree and three (3) years of related work experience
• or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties.
• Supervisory experience for financial positions
• Knowledge and understanding of generally accepted accounting principles for governmental organizations.
• Advanced Microsoft Excel skills (macros, pivot tables, lookup functions)..
• Demonstrates an aptitude for learning a variety of software applications. (Experience with ERP software)
• Ability to establish and maintain effective working relationships in a team environment.
• Capability to prioritize, multi-task and meet deadlines.
• Excellent communication and interpersonal skills.

Skills

Required

• Leadership
• Coaching
• Training
• Performance management
• Communication
• Interpersonal skills
• Teamwork
• Problem-solving
• Prioritization
• Multi-tasking
• Meeting deadlines
• Accounts Payable operations

Benefits

• The City of Charlotte provides a comprehensive benefits package to eligible employees.
• Click here to learn more about the City of Charlotte’s benefits.
• The City of Charlotte is a drug and alcohol-free workplace.