The Accounts Payable Manager is responsible for the accounts payable and related systems and oversees the management, operation, and evolution of the expense and vendor payment and cash disbursement functions of the University. Works collaboratively and collegially with a diverse population of faculty, staff, students, and vendors. This position ensures that the University remains at the forefront of complex internal and external system requirements, accounts payable related tax and regulatory matters, and trends in the banking and vendor payment industry to ensure the timely, accurate, secure, and cost-effective deployment of University resources. This position oversees the key controls related to the disbursement functions of the University including regulatory compliance, appropriate and consistent application of University policies, and maintaining a framework that protects the University from fraud, waste and misuse of funds. The Accounts Payable Manager promotes a strong customer service orientation and engages daily in the negotiation of payment terms of mutually beneficial solutions that serve the best interests of both the University and the individual campus constituents. This position implements systems and process improvements that strengthen the efficiency, functionality, and security of the accounts payable and cash disbursement business cycle.
Essential Duties and Responsibilities:
Provide leadership and supervision for direct reports. Hire and ensure training programs are in place for employees. Plan, assign and review work, establishing professional development and performance goals with the individual team members.
Subject matter expertise over the entire end-to-end business processes within the accounts payable and cash disbursement business cycle.
Document and implement policies and procedures that provides effective internal controls and supports efficient and effective purchasing and procurement, optimize electronic payments to vendors, traditional check payments, and procurement card (P-card) operations.
In collaboration with campus constituents, work with vendors from a broad range of industries to support the University activities.
Oversee the timely and accurate disbursement of funds for operation activities and construction projects.
Improve productivity by leveraging technology and human resources; provide leadership in identifying applicable and appropriate technology solutions that enhance efficiency both within the department and across campus.
Continuously review and improve the processing procedures in order to avoid duplicate payments, invoice matching discrepancies, and returned checks; ensure that invoices are processed timely in order to maximize payment terms.
Manage the University purchasing card (P-Card) program.
Serve as an important resource for campus constituents on policy, procedure, and best practices related to the expenditure of resources.
Work with teams to implement electronic solutions and workflows that improve the receipt, input, review, and payment of invoices for accuracy, consistent with purchase orders, and reconciliation of vendor statements.
Track and reconcile prepaid expenses; reconcile subsidiary ledger to the general ledger, participate in the month-end close, year-end processes, and annual audit procedures.
Comply with tax withholding and tax reporting requirements for all types of vendor payments including international payments. Responsible for electronic maintenance of all invoices and vendor records including quality review and document retention.
Conducts periodic training and instruction opportunities through the utilization of various educational formats/structures to effectively promote awareness of departmental services and improve compliance with established procurement, payable, and disbursement processes.
Proactively evaluate and assess the need for training of stakeholders in units served to ensure effective partnerships, information sharing, and compliance with relevant policies/procedures.
Additional Duties and Responsibilities:
Stay current on market trends and identify and assess opportunities for innovation to adapt in the changing environment.
Ability to manage multiple assignments and projects, meet deadlines, use sound judgment, and interpret local, state and federal laws, rules and regulations; through self-directed professional readings and attending professional development training.
Serve on various University committees and task forces as required.
Ability to work after hours and weekends as needed.
Other related duties as assigned.
Skills and Knowledge:
Analytical and problem-solving skills; ability to synthesize complex or diverse information; and experience working with large data sets. Understanding of the principles of accounting and standards of internal control.
Demonstrated ability to manage multiple projects simultaneously.
Proficiency in data management systems and computer applications (e.g., Word, Excel, PowerPoint).
Ability to assist with the development and implementation of efficient technological applications and workflows as needed.
Excellent communication (written, verbal and presentation) skills. Sound organizational skills and attention to detail.
Strong interpersonal skills with ability to develop and maintain collegial relationships. Diplomacy, tact, and discretion are essential.
Ability to work independently and handle multiple projects and priorities with minimal supervision as well as work as part of the team.
Bachelor of Science or Arts in accounting, finance, operations, or a related area from an accredited university or college
One (1) to three (3) years of accounting, accounts payable and systems management experience
Ashland University, ranked in the top tier of colleges and universities in U.S. News and World Report’s National Universities category for 2017, is a mid-sized, private university conveniently located a short distance from Akron, Cleveland and Columbus, Ohio. Ashland University places great emphasis on the importance of each individual. The phrase “Accent on the Individual” has been our motto for many years and, hopefully, characterizes well the nature and content of the campus environment. It means that our concern for the student extends beyond ensuring a quality education in the classroom and laboratory to include a commitment to provide a stimulating and supportive environment in every respect.Translating the ideas of our Mission Statement into the realities of everyday life is the responsibility of each Ashland University employee. These ideas must be evidenced daily in the classroom, residence halls, each teaching site, on the playing fields and in our interaction with others. It should be the goal of each Ashland University employee to ensure that our Mission Statement is not merely words on paper but a true reflection of who and what we actually are and intend to be in the future.
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