Accounts Payable Manager - Fiscal

Description

THE ORGANIZATION:

A private nonprofit organization founded in 1973, Philadelphia Corporation for Aging (PCA) is a large agency that is part of the Area Agency on Aging (AAA) nationwide network. Founded as a result of the federal Older Americans Act, the AAAs are mandated to “facilitate the area-wide development and implementation of a comprehensive, coordinated system for providing long-term care in home and community-based settings, in a manner responsive to the needs and preferences of older individuals and their family caregivers.” PCA carries out this mission through advocacy, stewardship of public funding, planning, development and administration of programs, and service coordination.

The mission of PCA is to improve the quality of life for older Philadelphians and adults with disabilities and assist them in achieving their maximum level of health, independence, and productivity.

Requirements

OVERVIEW:

The Accounts Payable (AP) Manager plays a critical leadership role within PCA’s Fiscal Department, overseeing the integrity, accuracy, and security of all accounts payable operations. This individual is responsible for managing day-to-day disbursement processes—ACH, checks, and other payments—ensuring that vendor invoices, grant-related disbursements, and employee reimbursements are processed in a timely, accurate, and compliant manner. The AP Manager leads efforts to safeguard PCA’s financial resources by maintaining strong internal controls, verifying vendor information to prevent fraud, and managing banking relationships related to ACH processing. This role requires close collaboration with the Controller, Procurement, IT, and grant compliance teams to align payables with contract requirements, cash flow forecasts, and regulatory reporting. The ideal candidate combines strong technical knowledge of AP and disbursement practices with a high level of integrity, attention to detail, and a proactive approach to managing risk in a grant-funded nonprofit environment.

Qualifications:

Education and Experience

• Bachelor’s degree in accounting, Finance, or related field required, CPA a plus.
• At least 3-5 years of progressive AP experience, including in a supervisory or managerial role. 
• Strong knowledge of AP processes, controls, and GAAP.
• Familiarity with federal and state grant compliance.
• Exceptional attention to detail, organizational, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent interpersonal and communication skills.
• High proficiency in accounting systems and advanced Excel skills. Experience with Oracle, PeopleSoft, and Sage Intacct a plus.

Personal Characteristics:

• High integrity and a strong commitment to accuracy, security, and compliance.
• Detail-oriented with sharp analytical skills; able to spot and resolve discrepancies quickly.
• Clear and concise communicator, both written and verbal.
• Self-motivated and accountable; manages multiple deadlines without close supervision.
• Supports peers and staff with technical guidance in a collaborative, respectful manner.
• Mission-driven with a genuine interest in public service and aging-related work.

KEY RESPONSIBILITIES:

Accounts Payable Operations

• Manage the full AP cycle, including invoice receipt, verification, coding, entry, and disbursement.
• Ensure timely and accurate processing of vendor payments, employee reimbursements, and grant-related disbursements.
• Oversee the AP calendar to align with monthly close, grant reporting, and cash flow needs.
• Manage the full ACH payment process with PCA’s banking institution, including file preparation and upload, dual authorization protocols, issue resolution, and regular coordination with the bank to ensure secure and efficient disbursement operations.

Compliance and Internal Controls

• Enforce and enhance internal controls and segregation of duties in the AP process.
• Ensure AP procedures comply with PCA’s procurement policies, federal and state grant guidelines, and audit standards.
• Maintain documentation required for monitoring and audit purposes, including support for grant-funded expenses.

Vendor Management and Payment Security

• Oversee vendor onboarding and ongoing account maintenance, ensuring all required documentation (W-9s, ACH forms) is complete and up to date.
• Independently verify vendor banking details and changes through direct contact to prevent fraud and ensure payment security.
• Establish and enforce strict protocols for vendor data changes, with a strong commitment to protecting PCA from payment fraud and cyber threats, including business email compromise (BEC) and fake vendor schemes.
• Collaborate with IT and Procurement teams on vendor-related risk management and fraud prevention strategies.
• Manage vendor inquiries and resolve discrepancies and payment issues.
• Collaborate with the Contracts and Procurement team to align payment processes with contract terms.

Team Leadership

• Supervise AP staff, providing day-to-day direction, coaching, and performance feedback.
• Develop and maintain training resources and standard operating procedures (SOPs) for the AP function.
• Promote a customer service–oriented culture within the fiscal team.

Reporting and System Management

• Monitor AP aging, prepaid expenses, and recurring payments; provide regular reports to finance leadership.
• Maintain and improve AP modules within the accounting system; lead or support automation and digitization initiatives.
• Assist with system transitions, upgrades, or integrations as needed.

Collaboration and Special Projects

• Support financial close processes, annual audit preparation, and fiscal year-end tasks.
• Participate in cross-functional initiatives to improve financial operations and interdepartmental workflows.
• Perform other duties as assigned by the Controller or senior finance leadership.

COMPENSATION 

This is a full-time, exempt, and hybrid position in a flexible work environment with the Philadelphia Corporation for Aging at 642 N. Broad Street, Philadelphia, PA 19130. 

Starting Salary Range: The starting salary range for the position is $60,049.45 to $76,127.02, depending on experience. The compensation package also includes an automatic 4% employer contribution to a 403(b) retirement plan—no employee match required. Benefits: medical, prescription drug, vision, and dental coverage; flexible spending plan (health and dependent care); employee assistance program (EAP), life insurance, short- and long-term disability insurance, pre-tax commuting and parking benefits; 403(b) retirement plan with employer contributions and optional employee pre-tax contributions. Annual paid time off includes 13 holidays, 10 sick days, 2 personal days, and 3 weeks of vacation. (Note: vacation and personal days are front-loaded and are pro-rated if date of hire is not January 1st; sick days are accrued based on hours worked).

All offers of employment are subject to and contingent upon satisfactory completion of background checks as determined by PCA. 

TO APPLY 

PCA has retained Dunleavy & Associates as its partner for this search. In order to be considered, please submit your resume or CV and a cover letter via the following LINK .

EEO/AAP STATEMENT

Philadelphia Corporation for Aging provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, and any other characteristic protected by federal, state, or local laws.