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Accounts Payable Supervisor

HottopicHot Topic HQ - City of Industry🇺🇸United States

Quick overview

Salary$68k - $78k/yr
SeniorityMid Senior
Employment typeFull Time
Work modeHybrid
LocationHot Topic HQ - City of Industry, United States
OracleMicrosoft ExcelAccounts PayableCADERPExternal AuditGAAPReconciliation

Job description

We’re a fast-paced retail company with a sharp eye for growth, great customer experience, and data-driven decision-making. Our stores (and online presence) are thriving, and we’re looking for a detail-driven AP Supervisor to help manage our invoices and payments.
We’re looking for an Accounts Payable Supervisor to lead our AP Expense and AP Merchandise team. In this role, you'll supervise daily invoice and payment operations in Oracle, run our P-Card program, review and approve the team's journal entries and reconciliations, and serve as the AP point person for 1099s and unclaimed property. If you love clean books, smart controls, and building a team people want to be on, we want to hear from you.

WHAT YOU'LL DO

    • Lead the AP team day-to-day: assign work, set priorities, and coach and develop team members.
    • Oversee invoice routing and approval workflow in Oracle Fusion.
    • Review and approve department journal entries and reconciliations.
    • Review supplier set-ups and changes for accuracy and fraud controls.
    • Respond to vendor, store, and internal inquiries by email in a timely manner.
    • Process payments as needed, including urgent wire requests.
    • Act as P-Card program administrator: order and cancel cards, reset passwords, resolve cardholder issues, maintain approval hierarchies, update cost centers and GL codes, download transaction data, and send cardholder communications twice a month.
    • Serve as backup for the payments function (check runs, ACH, wires).
    • Provide month-end commentary and variance explanations.
    • Assist AP Manager with 1099 reporting for Hot Topic and Distribution entities, including vendor W-9 review and IRS filing.
    • Additional duties may include, but are not limited to:
    - Responding to internal and external audit requests.
    - Maintaining and updating SOX narratives and supporting control testing for AP.
    - Initiating voids and stop payments.
    - Reconciling the AP payment card and tracking the annual-spend rebate.
    - Managing escheatment and unclaimed property filings.
    - Managing non-standard vendor setups and payment types (e.g., foreign vendors, one-time payees).
    - Identifying and leading process improvements and automation opportunities in Oracle.

WHAT YOU'LL NEED

    • 5+ years of full-cycle accounts payable experience, including 2+ years supervising staff.
    • Hands-on experience with Oracle (or a comparable ERP) for invoice processing, payments, and GL.
    • Strong reconciliation skills and working knowledge of GAAP and month-end close.
    • Working knowledge of 1099 reporting, escheatment/unclaimed property, and payment controls (wires, voids, stop payments).
    • Experience supporting SOX controls and external audits.
    • Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP). Use of AI is a plus!
    • Clear written communication and a service mindset with vendors and internal partners.
    • Retail or multi-entity and multi-location experience, including USD/CAD transactions.
    • P-Card program administration experience.
    • Familiarity with invoice workflow automation.
    • Experience with sales/use or property tax processes.

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