The Accounts Payable Manager of Invoice Tracking, Vendor/EDI/Standard Process Team performs routine (journey-level) managerial work administering the daily payment processing operations and activities of vendor payments of the Department of State Health Services, Accounting Section, Claims Processing unit. Work involves establishing production goals, objectives and operating procedures to meet the State Payment and Scheduling rules and laws established in the Texas Government Code, Texas Administrative Code Title 34 Part I Chapter 5 and federal fund availability rules. This position is responsible for developing staff work schedules, priorities, and standards for achieving these goals and objectives; coordinating and evaluating payment approval processes across DSHS Programs. This position develops budget requests to support daily operations during peak workloads. Plans, assigns, and supervises the work of others. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment Plans, assigns, and supervises the work of Accountant IIs, IIIs, and Vs.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
20% The Manager manages the activities of the Vendor Payment Team in the Accounting Claims Unit. Hires, plans, assigns, supervises and evaluates the activity of 5 Accountants Accountant IIs, 4 Accountant IIIs and 1 Accountant V responsible for processing Vendor Payments.
20% Establishes individual performance goals and objectives for processing and approving invoices; distribution and cancellation of vendor warrants and distribution of payroll warrants; develops and approves work schedules, production priorities, and standards for achieving those goals and manages evaluation of weekly production goals and objectives.
20% Oversees the preparation of weekly and monthly production reports for the Claims Unit Manager, Accounting Director and CFO measuring the number of invoices entered and approved; the number of invoices paid late, and the root cause of the late payment and the amount of interest accrued due to the late payments; vendor and payroll warrant distribution and tracking.
10% Plans, implements, coordinates, and evaluates vendor payment policies and procedures and monitors agency expenditure compliance with Texas Administrative Code and Texas Government Code, agency contracts and federal expenditure rules. Runs Invoice tracking queries in Invoice Tracking Data Base, CAPPS- DSHS Accounting system and USAS State accounting system to determine the average length of time it takes to process a payment to ensure the payment is distributed on the payment due date. This date varies depending on if it is an exception to the prompt payment law. Monitors DSHS main monthly payroll to ensure warrants are not received and deposited prior to the first work day of each month which is a violation of the agency Bailment Contract with the Comptroller.
10% Identifies payment process areas of needed change and makes recommendations to improve operations and meet payment schedules required by state and federal regulations. This may include such things as temporarily shifting work to the Grant Payment Expenditure team or Travel Reimbursement team. Implement payment strategies such as moving payments from processing the invoices in date received order to highest value order to minimize interest penalties. Analyze production requirements during periods of heavy workload and creating business or Action Memo with a cost justification evaluating the cost of hiring temporary staff or additional FTEs.
10% Represent the Claims Unit in vendor expenditure and process meetings with internal and external audit managers, program managers, contract managers, budget managers, accounting managers and HHSC Purchasing Contract Services(PCS), DSHS Requisition Manager, AP Branch Manager, Claims Unit Manager and Accounting Director.
10% Performs related work as assigned and serves as backup to the Grants Payment Manager.
Knowledge Skills Abilities:
Knowledge of Texas Government Code, Texas Administrative Code, and federal laws and regulations relevant to state government payments of Vendor and Grant Payments and of the principles and practices of public administration and management.
Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions to payment processes, conclusions, or approaches to problems;
Ability to analyses new programs or legislative directives to determine if they fit within current grant payment policies and processes and identify potential administrative problems; develop and recommend implement solutions and modifications to resolve the problems
Ability to analyze large volume of monthly production data from CAPPS each month and determine if tasks need to be reassigned, processes need to be adjusted or training issues need to be addressed and develop a plan of action to address these issues.
Ability to manage an accounting payment operations unit, plan, assign and supervise the staff; establish production goals and objectives; communicate effectively with diverse levels of management
Registration or Licensure Requirements:
Initial Selection Criteria:
A degree in Accounting or 4 years of experience in accounting including 2 years of supervisory experience as a lead accountant and two years of accounts payable experience.
No direct military equivalent
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.