Accounts Payable, Manager
Job no: 494227
Work type: Non-Classified/Professional
Location: Boise, ID
Categories: Accounting, Administration and Business Operations
Advertised: November 06, 2020
Applications close: November 22, 2020
Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/boise-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.Job Summary/Basic Function:
This position has the responsibility and oversight of the university’s payable operations and will oversee and direct all accounts payable processing and procedures. Supervises and coaches’ staff.Level Scope:
Provides direct supervision typically to professionals or skilled technical employees at the entry or intermediate level. Functions as advisor to unit and administration and sets goals and objectives for team members for achievement of operational results. Analyzes and resolves problems through drawing from prior experiences. Interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of campus resources (operational, financial, and human) in compliance with departmental goals and objectives.Essential Functions:
60% of Time the Accounts Payable, Manager must:
● Manage the university’s accounts payable units to ensure that requests are accurately processed and approved in compliance to policy and procedure
● Oversee audits and review all transactions including verification of dollar amounts for accuracy, completeness and conformance.
● Analyze, resolve and answer complex or difficult problems presented by staff, students, faculty or vendors.
● Assess and coordinate training classes in area of expertise; evaluate course effectiveness; create, publish and disseminate training materials
● Exercise a great deal of judgment and control in determining creation and exceptions of policy and processes
● Manage accounts payable staff including hiring, training, assigning, and directing work-flow of staff.
Major Area 1
•Manage Payable Operations (This includes Invoice Payments, Expense Reports, Independent Contractors, & P-Card): Ensure that requests are accurately processed and approved in compliance to policy and procedure requires continuous assessment of the efficiency and effectiveness of related processes. A clear understanding of Federal, State, and University policies and regulations governing payment to employees, non-employees and foreign vendors and individuals is essential for compliance. This position is responsible to oversee the unit responsible for the audit and review of all transactions including verification of dollar amounts for accuracy, completeness and conformance to policy and may make exceptions to procedures within the guidelines of best accounting practices when authorizing payments for special requests. This position is required to analyze, resolve and answer complex or difficult problems presented by staff, students, faculty or vendors and to develop resource tools to assist staff with routine payment research, resolution, and prevention of transaction errors. This position is involved with planning sessions and special projects designed to meet the department goals.
Major Area 2 •Supervision:
The management of the Accounts Payable staff includes hiring, training, assigning, and directing work-flow of the staff. This position is responsible to identify training needs of staff and provide that training via classes, one on one, or hands-on. Key responsibilities of supervision include writing and conducting performance appraisals; developing and maintaining performance standards for staff; planning and conducting meetings with employees to ensure compliance, implement new procedures, maintain desk manuals, and to keep employees aware of changes and current standards; and analyzing processes and adjusting balance work-flow for a continually increasing workload. KPI should be discussed and used as a tool to monitor and adjust workload.
Major Area 3
Communicate with internal and external customers on Federal, State, and University policies and procedures, rules and regulations. Utilize social media and other means of communication to ensure that access to policy and procedures is available campus wide. Work closely with staff and campus departments to ensure end-users are adequately trained (e.g., using finance system to locate data, procedures for processing payment requests with sufficient backup documentation for all audit reviews).
Assess and coordinate training needs for participants in the payable/P-Card processes. Perform needs assessments, develop training objectives and design coursework to address identified need. Instruct classes in area of expertise; evaluate course effectiveness; create, publish and disseminate training materials. In addition, this position is responsible to keep website and social media sites up-to-date with policy and procedure changes.
Major Area 4
•Internal Controls & Procedure & Reporting:
Monitor processes and procedures to maintain integrity of internal controls to prevent audit findings and monetary risks to the university such as fraud, duplicate payments, and penalties for non-compliance. Recommend changes to departments and develop or revise policy or procedure to ensure integrity of the accounts payable system. Interpret policy and advise university staff, faculty or students on appropriate procedures and process. Develop audit criteria, formats and guidelines; perform operational and technical compliance audits and record reviews as mandated by state regulations. Document internal procedures to ensure consistent processing results that are followed by all team members. Complete required monthly reconciliations in a timely manner.
Major Area 5
Oversee the automated processes of Payable system module and develop query tools to assist with research and help resolve system issues. Act as a liaison during software installations and upgrades and testing; provide training and technical assistance and troubleshooting.
● Knowledge of processing financial transactions in a complex, high volume environment.
● Ability to understand complex scenarios and dissect the components in order to identify changes required and the impact of those changes
● Familiar with Internal Revenue Service regulations.
● Knowledge of supervisory practices
● Knowledge of documenting and improving processes and procedures
•Must be adept at Microsoft Excel, Word, PowerPoint, Access
•Ability to work in a complex ERP environment
•Knowledge of spreadsheet concepts and ability to work with them proficiently
Bachelor’s Degree and 2 years experience or equivalentPreferred Qualifications:
•Prefer four (4) years of supervisory experience or successful completion of supervisory training.
•Must have experience processing financial transactions (preferably Accounts Payable/Travel and Entertainment) in a complex, high volume environment.
•Demonstrated use of critical thinking skills to solve problems, including anticipation of issues, determination of solution or resolution, and provide appropriate communication to impacted parties. Skill level should be commensurate with job level.
•Must have the ability to understand complex scenarios and dissect the components in order to identify changes required and the impact of those changes.
• Preferred Qualifications 2 - •Must have the ability to see conflicting perspectives of an issue and work with competing sides to form a consensus and implement a resolution. Facilitation training preferred.
•Must have the ability to implement and enforce policy in a respectful and customer service oriented manner. Skill level should be commensurate with job level.
•Must be able to work independently, exercising discretion and sound judgment.
•Incumbent must have strong written and verbal communication skills.
•Maintain a professional attitude amidst difficult and stressful times and demonstrates a sense of ethics while performing daily tasks.
•Familiarity with Internal Revenue Service regulations, State of Idaho finance policies.
•Experience documenting and improving processes and procedures.
•Prefer experience giving formal training presentations, ability to train all levels of staff.
Salary starting at $52,977; commensurate with experience. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://hrs.boisestate.edu/benefits/.Required Application Materials:
Cover letter and resume indicating your interest and qualifications for this position.