Position Title: Accounts Payable Manager
Position Type: Regular
Salary Range:
$92,500 - $108,750; commensurate with experience
Pay Frequency: Annual
A. POSITION PURPOSE
The Accounts Payable Manager is a key manager in the Procure-to-Pay (P2P) process; responsible for leading a team of accounts payable professionals; developing, managing, and improving the accounts payable function; and supporting all elements of the University's expenditures. Ensure accurate and timely processing of all Accounts Payable accounting entries and disbursements which includes supplier payments and Faculty/Staff business reimbursements. Communication and data analysis are key components of the position. The AP Manager is a key contact for external, as well as, internal customers to resolve issues regarding the accounts payable process. Comply with State and Federal Rules and Regulations, and support University policies and procedures.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manage Accounts Payable Department
a. Problem solve, exercise common sense with good business judgment, and provide leadership, development, and coaching to Accounts Payable staff
b. Manage relationships with suppliers as well as all University departments
c. Ensure accurate and timely processing of supplier payments and employee business expense reimbursements.
d. Monitor all outstanding invoices and interfaces to ensure transactions are uploaded and payments are processed timely.
e. Ensure Sales and Use tax are properly assessed on payables and on all University purchasing card transactions
f. Ensure deadlines are met for year-end audit and available for auditor's meetings
g. Develop initiatives as needed to ensure productivity, efficiency and quality is maintained
h. Ensure procedures and controls are properly followed
i. Research and ensure identified issues are properly documented and resolved
j. Reconcile AP aging another AP liability accounts to ensure accuracy and completeness
2. Manage key processes and systems
a. Ensure all related processes flow effectively and efficiently day-to-day
b. Collaborate with Purchasing function to ensure improve procure to pay lifecycle, suggest and spearhead changes needed
c. Lead role in testing system upgrades to ensure all AP functionalities are properly tested and work with IT to resolve issues encountered.
d. Analyze business processes and modify as appropriate
e. Work with faculty/staff for continued improvements to processes, utilizing available systems and technology
f. Ensure expenses are recorded timely and accurately to the general ledger on a monthly basis and properly accrued for year-end
g. Assist in the unclaimed property process by preparing and mailing letters to suppliers and make adjustments as needed.
h. Ensure suppliers are set up with proper classification and TIN matched with IRS records
i. Support Controller in ensuring financial integrity and accuracy through daily management, problem-solving processes, and strong internal controls
3. Manage Independent Contractor (IC) Requests and Contracts
a. Review service payment requests to ensure payment for service is properly classified as IC and all independent contractors have the appropriate executed contracts reviewed by the Office of General Counsel prior to payment
b. Assist managers with the IC process to minimize or eliminate risks and/or exposure of IC misclassification
c. Ensure IC payments are in compliance with IRS withholding and reporting rules
d. Upload approved contracts into Workday
4. Responsible for State and Federal income tax withholdings and California state sales and use tax reporting, and compliance on all vendor payments
a. Manage reporting and compliance of EDD, 1099-MISC, and Accounts Payable 1042-S reporting for State and Federal Tax withholding requirements
b. Process monthly EDD reporting to State for payment of services to independent contractors
c. Coordinate and report 1042-S withholdings with Human Resources and Budget Office for applicable suppliers, student employee, and student scholarship recipients
5. Establish desk procedures for accounts payable departmental functions
a. Review and evaluate accounts payable desk procedures. Institute changes to improve efficiency and efficacy in executing responsibilities
b. Update and maintain Accounts Payable forms, tax rates, mileage rates
c. Communicate relevant updates to staff and the university community
d. Regularly review new enhancements to Workday to keep up to date with bi-annual system updates and new features
6. Provide training to the university community
a. Create and maintain Workday training materials
b. Manage training for the processing of supplier payments in Workday
c. Manage training for the processing of SCU purchasing cards and out of pocket reimbursements in Workday
d. Assist faculty and staff with questions and problems encountered with Workday reimbursements, procurement card reconciliations, and supplier payments
e. Monitor expense processes to ensure purchasing card charges and out-of-pocket expenses are submitted timely. Follow up with delinquent users and approvers
f. Ensure cash advance users reconcile their expenses timely, within IRS guidelines
7. Other Responsibilities
a. Other duties as assigned
C. PROVIDES WORK DIRECTION
Manage Accounts Payable staff and student employees. Will also select, hire, train, and evaluate performance.
D. GENERAL GUIDELINES
1. Recommends initiatives and implements changes to improve quality and services.
2. Identifies and determines the cause of problems; develops and presents recommendations for improvement of established processes and practices.
3. Maintains contact with customers and solicits feedback for improved services.
4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
5. Researches and develops resources that create a timely and efficient workflow.
6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
7. Prepares and submits reports as requested and required.
8. Develops and implements guidelines to support the functions of the unit.
E. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
1. Knowledge
Accounts payable system(s) experience with a large ERP system such as PeopleSoft, Workday, or Oracle including data query/reporting knowledge
Excellent computer skills (Excel. Word, Access, etc.)
2. Skills
Excellent oral and written communication skills
Strong project management skills
Strong speaking and presentation skills
Strong analytical and problem-solving skills
Excellent interpersonal and leadership skills
Outstanding prioritization, organizational, and multi-tasking skills
3. Abilities
Proven problem-solving and analytical skills, including the ability to identify a problem, develop a solution, and implement that solution in cooperation with others or independently.
Strong technical abilities with an ERP system
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines as required.
Understanding of how to utilize and analyze data to support decision making and ability to provide ad hoc reports with little supervision
Strong customer service focus with an emphasis on outreach to departments; ability to listen to and understand the unique needs of each department
Possess a high degree of initiative, attention to detail, and follow-through, as well as the ability to adjust to changing requirements and priorities.
Commitment to understand and willingness to support Santa Clara University's distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals
4. Education
Bachelor's degree in Accounting, Finance or other business field required.
5. Years of Experience
8-10 years of relevant experience in accounts payable or in accounting and/or finance which includes at least two years of supervisory/management experience
F. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in-state or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
G. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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