POSITION OBJECTIVE

The primary objective of this position is to lead, advise, and support Procurement and Accounts Payable in the accounting and reconciliation of expenditures. Ensure the compliance of applicable federal requirements and regulations including auditing and initiating the appropriate action. This position will have financial oversight of various payables accounts, bank accounts, and credit card pass-through accounts. Job requires the use of proactive measures within scope of job responsibilities.

ESSENTIAL FUNCTIONS

1. Establish, maintain and administer accounts payable accounting under the general direction. Accountable for total budget and integrity of Procurement/Accounts Payable accounts. Act as custodian of Cash and Payable accounts, financial accounting and oversee the activity flowing through the accounts. Analyze all financial activity, investigate questionable items or discrepancies, and maintain ongoing dialogue with management. (20%)
2. Develop and implement procedures to ensure the smooth flow of confidential data. Coordinate the flow of data between offices, department, and vendors, while maintaining data integrity and appropriate internal controls. Analyze and gather data related to vendor business reviews (e.g. days outstanding, average payment time, and discounts taken). (10%)
3. Perform an analytical review of accounts and provide written descriptions for variances outside of the norm. Develop and propose journal entries to correct items as needed. Verify and record actual versus budget, and audit all aspects of budgetary expenditures. Identify financial status of accounts and resolve discrepancies. Identify inconsistencies in internal control procedures and make recommendations for improvements. Work with the Controllers' office to report monthly reconciliations and ad hoc reporting. (15%)
4. Maintain and prepare financial statements, journals, ledgers, and other complex financial reports. Reconcile accounts. Open, close, and correct journal entries. Evaluate the adequacy of current reports and processes, and develop new reports or processes as needed. (10%)
5. Coordinate with others on internal audits of accounts payable services either in house or through services provided by an outside agency. (10%)
6. Oversee customer service associated with outstanding payments and inquiries regarding the ePayables program. (10%)
7. Provide expertise and recommendations in preparing annual budget and projects for year-end account balances by extracting, analyzing, and projecting financial records and statistical computations. Participate in planning financial strategies. (10%)

8. Monitor for any potential issues/trends and make recommendations for change or improvement, and determine when issues/matters need to be escalated. Conduct financial research, cost analysis and reporting as necessary. (10%)

    

NONESSENTIAL FUNCTIONS

1. Support various departmental projects such as annual 1099 filing. (2%)
2. Maintain highly confidential information on staff, students and budgets. (2%)

3. Perform other duties as assigned. (1%)

    

CONTACTS

Department: Continuous work with staff in both procurement and accounts payable to review issues and resolve outstanding requests and inquiries.

University: Regular contact with university staff especially in the controller's office for reconciliation review, and the treasurer for cash management items. May also work with departmental users to identify charges made in accounts payable.

External: Occasional contact with vendors of the university to resolve unpaid invoice balances and resolve payment inquiries.

Students: Infrequent contact with students mainly regarding payments from accounts payable.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility. Indirect supervision of two studen