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

People and Culture

- Maintain complete and audit-ready records for invoices, approvals, supplier changes, payment runs,

reconciliations and exception reviews.
- Implement and maintain internal controls related to the accounts payable process including account

reconciliations on a timely basis
- Identify and recommend process improvements to enhance efficiency and accuracy.

- Ensure compliance with the school's financial policies, regulatory requirements, and best practices.

- Supervise AP staff

- Provide day-to-day leadership to the Accounts Payable team, including allocation of work, review of

outputs, coaching, training, performance feedback and escalation of complex issues to the Finance
Manager or Director of Finance as required.

- Participate in any system changes, including testing, as required.

- Liaise with internal and external stakeholders

- Archive Accounts Payable, General Ledger and Banking documentation

- Other suitable duties as may be required from time to time

SKILLS, KNOWLEDGE AND PERSONAL ATTRIBUTES ESSENTIAL TO THE JOB

• Ability to support the Christian values and ethos of the school

- Bachelor’s degree in accounting, Finance or related field preferred
- Proven experience in an Accounts Payable role in a similar sized organisation, including experience

leading or supervising staff and managing payment controls.

- Exceptional personal standards of honesty, integrity, professionalism and confidentiality
- High level skills in using office software including email, word processing, spreadsheets and experience

in using computerised systems, including data review and general reporting

- Excellent communication and interpersonal skills, both written and oral.
- Strong organisational and time management skills with ability to meet deadlines and priorities
- Excellent attention to detail and accuracy
- A team player; able to work collaboratively in a diverse and busy school environment




- Demonstrated initiative and flexibility; the ability to problem solve.
- Ensure compliance with the schools’ financial policies, regulatory requirements and best practices.

WORK, HEALTH & SAFETY & ENVIRONMENT

Barker College has a documented Work Health and Safety Policy together with relevant procedures and
other documentation. You are required to comply at all times with the Policy and Procedures and their
content. Your WHS obligations include:

- Co-operating with the School in ensuring your safety and the safety of others;
- Following policies, procedures and directions designed to ensure a safe workplace;
- Reporting any hazard, you identify to your manager or through the school’s reporting processes;
- Reporting any injury sustained to your manager or through the school’s reporting processes within 24

hours;

People and Culture

- Following emergency evacuation procedures if required;
- Following Safe Work Procedures, Standard Operating Procedures and Manual Handling Guidelines

appropriate to your duties; and

- Undertaking WHS training as deemed relevant.

ACCOUNTABILITY

Child Safety
Barker College has an abiding commitment to the safety, protection and well-being of all children and young
people in our care. All staff members will be held accountable for ensuring adherence to the policies of the
school, particularly those relating to the safeguarding of children.

General
Breaches to a staff member’s responsibilities and/or authority will be managed through the School’s
Disciplinary Management Procedures. This defined accountability is underpinned by the Barker College
Staff Code of Professional Practice, Complaints and Performance Management procedures.

Work Health and Safety
All staff members will be held accountable for their actions and omissions where it affects their own or
another person’s workplace safety.

SPECIAL CONDITIONS

- Prepared to undertake any additional training to complement the position
- Position is a permanent full-time position. Hours of work are 8.30 am to 4.30 pm with a 30-minute

unpaid lunch break.

People and Culture

ORGANISATION CHART RELATIVE TO POSITION

The Supervisor’s Supervisor: The Director of Finance

Immediate Supervisor: Finance Manager

This position: Accounts Payable Manager
(Position title)

APPROVAL

This position description accurately details the primary duties and responsibilities of the Accounts Payable
Manager.

📌 Accounts Payable (Hornsby)
🏢 Barker College
📍 Hornsby