Accounts Payable Manager - Hybrid

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Job Posting Title

Accounts Payable Manager - Hybrid

Job Description Summary

Administrative Exempt

Job Description

Position Summary:

Under general direction from the Director of Purchasing & Accounts Payable, this position supervises the staff and operations of the Accounts Payable Department responsible for accurate and timely invoice and expense processing. These key functions include; payables and expense processing, IRS 1099 reporting, process ownership, project management, system administration and analysis. Customer service is critical as this position is responsible for assisting internal departments in payment and expense processes in compliance with all applicable laws and regulations. This position is responsible for providing support regarding policy, procedures and best methods to ensure solid financial controls and prudent stewardship of college resources. System skills are critical as the position must utilize, support, train and/or administer several financial systems including; Workday, tax and check-writing systems, reporting tools, Microsoft Excel and others.This manager will personally process financial transactions and must have a high level of personal productivity. This manager role also provides departmental leadership for accounts payable employees and as the owner of accounts payable systems and processes.

Primary Position Responsibilities

Accounts Payable and Expense Process Management & Processing

• Accounts Payable Processing - responsible for the timely review and processing of vendor invoices and credit memos, ad-hoc payments, payment requests and student reimbursements while ensuring the highest standards of compliance, accuracy and productivity.

• Expense Processing – responsible for timely review and processing of employee expense reports while ensuring the highest standards of compliance, accuracy and productivity.

• Electronic Processing - responsible for all electronic methods of payment including ACH, wires and others as needed.

• Responsible for second level review and escalation or approval of the invoicing and expense processes to prevent duplicate payments.

• Financial Controls - work with Controller's Office to ensure proper treatment of payables and expenses in compliance with GAAP, , IRS regulations and college policies and procedures.

• Inquiries - responsible for resolving questions and disputes associated with payment and expense processes.

• IRS 1099 Processing - responsible for timely, accurate processing of IRS 1099 documents.

• Data Retention - ensure proper scanning, storage and retention of documents per GAAP, IRS regulations and college policies and procedures.

• Evaluate staff workflow and recommend/document/implement changes to these processes that improve and increase efficiencies.

• Execute posting and month-end closing, reconciliation and monthly stats are completed on time; Provide end of month report of projects completed, projects in progress, and statistical analysis of payment processing performance.

• Ensure Accounts Payable daily/weekly/monthly/yearly workflow runs smoothly; all payment requests are processed timely, accurately, and within policy. 

• Provide assistance and guidance to employees in any issues that may involve accounts payable expense matters, vendor relations, delinquencies, overpayments, budget limitations etc.

• Direct supervision of staff, planning and prioritizing of assignments, training and orientation, review of work product, evaluation of performance and authorizing staff timesheets and monitoring time off.

Accounts Payable Process Ownership & Project Management

• System Management - Responsib