Accounts Payable Manager

Job Summary

Reporting to the Vice President for Finance, the Accounts Payable Manager manages and supervises the Accounts Payable (AP) area of the University Financial Services & Treasury department.

The position includes customer vendor relations and the administration of the Accounts Payable staff, which handles all disbursements.

The AP Manager is expected to conduct themself in a manner befitting of the University’s professional conduct standards, working efficiently in a multi-faceted and dynamic work environment.

The duties of an Accounts Payable Manager include addressing internal controls that mitigates inappropriate use of funds and complies with various policies and regulations.

It supports the allocation of resources in order to process disbursements of University funds. One of the main objectives is to provide management support for all payments of the University’s funds including, but not limited to : vendor payments, employee reimbursements, student tuition refunds, other auxiliary vendor payments and medical center payments and refunds.

This position will also monitor and provide support to ensure that all departmental priorities, accounting and reporting requirements and deadlines are being met.

This position is also responsible for working collaboratively with various offices that includes Procurement, Auxiliary Services, support departments and the Colleges.

The AP Manager will work closely with outside vendors, organizations, employees, and agencies, as appropriate. Knowledge, Skills and Abilities Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Must have solid accounting knowledge, including accounts payable knowledge.2. Must have significant experience with processing in Concur or another similar enterprise Travel and Expense platform.

3. Strong interpersonal skills for interacting with vendors, clients, and executive management.3. Ability to organize, plan, direct and make sound judgment decisions.

4. Skill with automated accounting systems. Computer literate with knowledge of spreadsheet and other accounting software applications.

Knowledge with Banner system is a plus.5. Excellent oral and written communication skills for communicating with support personnel and management.

6. Good presentation skills for educating internal clients on accounts payable policies and procedures. Required Qualifications Bachelor’s degree in accounting or related field is required.

Three to five years of progressive experience in an educational institution with special concentration on accounts payable is preferred.

Two years of which were as a lead or supervisor level is required. Experience in higher education and / or health sciences, or a similar organization with demonstrated managerial skills in finance, business operations, accounting management, process improvement, computer systems, and other business applications systems is a plus and is preferred.

Experience working with generally accepted accounting principles. Preferred Qualifications List comments regarding work hours Monday Friday 8 : 00am 5 : 00pm

Additional time as needed Posting Date 04 / 24 / 2024 Closing Date Special Instructions to Applicants Essential Job Duties Job Duty 1.

Oversees the accounts payable operations. The Accounts Payable Manager ensures that the University’s vendor and employee payment reporting systems (Banner and Concur) are functional, effective and adhere to senior leaderships’ directives, industry practices and accounting principles.

Reviews daily and approves vendor payable amounts (invoice electronic approval queue) and works with finance and the accounting department staff to ensure that vendors are paid accurately and on time.

The Accounts Payable Manager supervises the accounts payable staff in accordance with the organization’s policies and applicable laws.

Ensures that all payments processed through accounts payable are in compliance with Federal, State, IRS and University policies and also meets audit standards and requirements.

Percentage Of Time 25 Job Duty 2. Support and oversee the activities in the Accounts Payable department by assisting in the daily functions of the department, as needed i.

e. data entry, reconciliations, invoice sorting, AP inbox, research, etc. Assists in the review and approval of all travel and expense reports, university issued credit card monthly reconciliations and reimbursements to employees.

Assists with collaboratively supporting the administration of the University’s travel and expense system (Concur). Leads in preparation and filing of yearly 1099-MISC and 1099-NEC forms.

Maintains check registers and various control reports. Prepares and processes journal entries and performs position audits.

Communicates with IT regarding Banner to resolve any issues regarding software. Trains the Accounts Payable staff on any software updates or Banner problems.

Oversees and helps maintain and update recurring payments. Percentage Of Time 20 Job Duty 3. Leads the accounts payable department in meeting its goals and ensuring the initiatives, priorities and functional decisions are adhered to.

This includes developing a strategic plan and setting priorities that are in alignment to promote direction in achieving those goals.

Monitors status and functions of day-to-day Accounts Payable office activities. Creates, develops, maintains and annually reviews all Accounts Payable policies, procedures and necessary guidelines.

Percentage Of Time 15 Job Duty 4. Collaborates with the VP for Finance in preparation for the annual audit and ensures the Accounts Payable department meets all yearend deadlines for all audit requirements and processes.

Prepares and assists in developing financial reports relating to the Accounts Payable department, i.e. aging report. Reviews and analyzes financial reports, business transactions and other documents from vendors, University Financial Services & Treasury, and other departments, as appropriate.

Manages and supervises the performance and development of staff to provide feedback and ensure efficient operation of the department.

Percentage Of Time 10 Job Duty 5. Leads the accounts payable training, maintenance, conversion, and implementation of updates of the Banner system and other software pertaining to the accounts payable financial module.

Attends workshops, navigation training, becoming familiar with menus and participating in the maintenance of the chart of accounts.

Percentage Of Time 5 Job Duty 6. Communicates with the University community via interaction with the various faculty, departments, and staff through e-mails.

Collaboratively assists with the development of training sessions and instructs university employees on proper travel, entertainment, and credit card procedures.

Responsible for the coordinating and planning efforts with other functional areas to maximize opportunities. Percentage Of Time 5 Job Duty 7.

Selects and hires accounts payable employees. Trains and evaluates employees to enhance their performance, development, and work product.

Addresses performance issues and makes recommendations for personnel actions. Motivates and rewards employees including providing salary increases and promotions within allocated budgets and University guidelines.

Percentage Of Time 5 Job Duty 8. Acts as a liaison between the University, government, and external accountants and auditors to meet information needs and to ensure that proper information is maintained for historical purposes.

Percentage Of Time 5 Job Duty 9. Meet regularly with the VP for Finance to address daily business operations, priorities of designated areas, and systems and process improvement implementations.

Percentage Of Time 5 Job Duty 10. Ad hoc projects, as appropriate, or requested. Percentage Of Time 5