Accounts Payable Manager

Job Details

Accounts Payable Manager

Posting #: 4157

Department Description:
The Finance Office serves the needs of the university and its constituents. It is supported by the Controller’s Office which oversees the accounting, cashiering, procurement, and student financial services operating units. The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university’s accounts payable and payroll activities. The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:
Serving as a key member of the financial management team, the Accounts Payable Manager is responsible for directly overseeing the approvals, controls, and compliance of all non-payroll cash disbursements. This position is an active participant in helping the university meet its financial and compliance objectives by making sound decisions and managing the required reporting, reconciliation and tax implications of non-payroll cash disbursements. This position implements and monitors procedures to ensure the timeliness and accuracy of outgoing payments and compliance with regulatory guidelines, policies and procedures related to the payment process; and adherence to business practices established for the university.

Duties & Responsibilities:

Leads the Accounts Payable office, which includes decision-making on issues that arise
on a daily basis.
  • Ensures that the office provides quality service for the University by reviewing all
    requests for information and services, coordinating the efforts of Accounts
    Payable staff in providing the requested services or information, and checking
    the final product for completeness, correctness and satisfaction.
  • Ensures that services are provided in a timely manner by assigning tasks
    appropriately, providing guidance to staff members, establishing a time frame for
    completion of tasks and monitoring progress toward and successful completion
    of the tasks.

Oversees the supervision of employees and student workers in Accounts Payable.
  • Oversees all recruitment, screening, hiring, orientation and training of
    departmental staff with guidance from the Director, Treasury and Financial
    Systems.. Evaluates employee performance and provides guidance and
    feedback. Counsels, disciplines or terminates employees, in compliance with
    University policies in conjunction with Human Resources.
  • Resolves problems referred by Accounts Payable staff. Oversees processing of
    time cards and delivery to payroll. Develops and implements policies and
    procedures to provide consistency and continuity in Accounts Payable. Develops
    departmental and individual goals and objectives. Oversees the training of
    departmental staff on business practices, evaluates performances, and provides
    opportunity for employee development through training courses and other

Serves as Accounts Payable subject matter expert with ERP system set up, upgrades,
modification and implementation of any related software or system integrations. Actively
participate in ongoing system evaluations and enhancement.
  • Tracks industry development that might affect Payables related policies and
    procedures. Make recommendation to adopt best practice.
  • Works closely with Financial Systems Manager and Treasury to evaluate and
    implement systems/programs that provide efficiencies and cost savings for the
  • Creates and maintains webpage with all instructions, procedures, forms and
    other useful information as an e-resource for the university.

Approves payments for immediate disbursement.
  • Approves payments within an amount threshold set by the Vice President for
    Finance & CFO.
  • Ensures that payments approved are processed correctly in accordance with the
    Accounts Payable Policies and Procedures.
  • Assumes the responsibility, risk, and exposure of approving check, ACH, wire,
    and petty cash payments for immediate disbursement.

Plans and coordinates Accounts Payable workflow and cash flow to ensure the timely
payment of all non-payroll related University expenditures.
  • Coordinates and monitors consistent workflow with General Accounting,
    Information Systems, and Treasury as necessary for the timely payment of nonpayroll disbursements.
  • Coordinates with Treasury related to cash flow planning of outflow of

Coordinates with Accounting to ensure the reconciliation of non-payroll cash
  • Works with the Cash Accountant to reconcile the Accounts Payable bank
    account monthly
  • Reconciles wire payments from the Accounts Payable bank account with the GL
  • Reports and corrects electronic payment issues, including rejections and returns
    from Wells Fargo
  • Voids and reissues check payments monthly/as needed and in conjunction with
    the outstanding check list.

Monitors adherence to established internal control policies and procedures, working in
concert with areas of Finance to update such controls as needed to meet the changing
environment of the University.
  • Tracks laws and regulations that affect policies and procedures.
  • Develops and implements policies and procedures to ensure compliance with
    federal and state regulations.
  • Review and update the university's expenditure procedures on an ongoing basis.
  • Advises on key issues and educates appropriate campus management to
    promote compliance awareness.
  • Monitors existing and proposed university activities to ensure compliance and
    reporting requires are met.
  • Provides opportunities for campus feedback and updates procedures as
    appropriate to meet changing needs.

Prepares and generates annual tax reporting documentation for service vendor.
  • Coordinates annual filing of IRS Forms 1099 and provides support for Form 990
  • Works in concert with the Associate Vice President for Reporting & Compliance
    in the completion and filing of California state sales tax returns.

Plans all month-end and year-end activities in coordination with other administrative
areas to ensure the timely completion of reporting requirements.
  • Assists in the preparation and data gathering for external audits as well as
    internal audits.
  • Provides documentation and paperwork for audit schedules and related
    transactions as assigned.

Works with the University Auditor to ensure all paperwork and disbursements are
processed in accordance with internal and external policies and procedures.
  • Manages the compliance audit for all accounts payable paperwork and
  • Ensures timely completion of audit requests in compliance with audit/auditor
    imposed deadlines.

Develops and administers annual operating budget. Participates in planning and
administration of departmental budgets. Assures that tasks are performed timely and
within budget. Monitors expenses to assure sound fiscal control. Ensure budget goals
are met or exceeded.

Cooperates closely with Finance, Accounting, Treasury and Information Systems during
and after the implementation of the University administrative software package to ensure
full integration of financial systems.

Serves as a key member of USD's financial management team and an active participant
in campus-wide strategic planning as it relates to Accounts Payable.

Job Requirements:
Minimum Qualifications:
  • Graduate from an accredited four-year college or university with a degree in accounting,
    finance, business administration or a closely related field, and four years accounts
    payable/procurement experience. Six years of highly relevant experience may substitute for college education.
  • One-two years of supervisory experience.
  • Must demonstrate excellent customer service and the ability to deal with sensitive issues and challenging customers.
  • Good management and team-building abilities.
  • Excellent analytical and organizational skills, as well as strong written and oral communication skills.
  • Proficiency with personal computers and accounts payable automated information systems.

Preferred Qualifications:
  • Experience with Workday Financials.
  • Master’s Degree in business (or closely related field) or other certification (APM, CAPP).
  • Knowledge of generally accepted accounting principles and how to organize, analyze and interpret financial data in order to make sound business decisions.
  • Experience and comprehension of accounts payable practices as they pertain to
    colleges and universities.
  • Software implementation experience.

Performance Expectations - Knowledge Skills and Abilities:
  • Ability to work and manage staff in a deadline-oriented environment.
  • Ability to work effectively under pressure.
  • Ability to motivate staff and maintain cooperative working relationships, recognizing problem situations with the application of problem-solving resolution.
  • Ability to effectively supervise employees including, but not limited to, hiring, training, rewarding, and corrective action.
  • Expected to lead by example in setting superior customer service standards.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:
Commensurate with experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]

Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: May 04, 2022
Applications close: Open until filled

To apply, visit

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The University of San Diego is a Roman Catholic institution committed to advancing academic excellence, expanding liberal and professional knowledge, creating a diverse and inclusive community, and preparing leaders dedicated to ethical conduct and compassionate service.

Located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean, the campus is a community treasure, with Spanish Renaissance-inspired buildings and breathtakingly beautiful landscapes.

Chartered in 1949, the university enrolls more than 7,000 students and is known for its commitment to teaching, the liberal arts, the formation of values and community service. In less than 60 years, the University of San Diego has grown from a local college with 50 students and a handful of professors to a nationally ranked university. This achievement is the direct result of a single, unwavering expectation: academic excellence.

USD offers more than 60 bachelor's, master's and doctoral degrees. The university adds depth to education by inspiring students to grow spiritually, morally and socially. The breadth of programs and depth of facilities means that students can easily find a course of study that ignites their intellectual fire. In the classroom, coursework across disciplines encourages students to develop their critical thinking skills.

Small class size means the instructors know their students and can stimulate curious minds with anything from participation in a research project to an after-class discussion on topic. Instructors welcome the free exchange of complex ideas in an environment of tolerance and civility. In this environment, students begin a lifelong habit of appreciating and cultivating their individual gifts.

To complement this instruction, the university's Honors program provides a challenging curriculum for USD's uniquely motivated students. The university also holds memberships in several honor societies, including Phi Beta Kappa.

While intellectual growth is key, USD adds depth to the education experience by inspiring students to grow spiritually, morally and socially. An active faith community invites widespread student participation. In the classroom, study is accompanied by an examination of ethics and values University of San Diego students inquire freely and challenge ideas, exercise moral, spiritual and social judgment, serve others, and contemplate social justice in their lives and in their chosen fields. These students are truly educated. These students achieve excellence.

Students, faculty and staff are active members of the community, volunteering time and expertise, fostering friendships, and working to preserve the region’s unique character. With a population of more than 7,500 students and approximately 2,000 employees, the university impacts the life of the area economically, politically and socially. In turn, the university welcomes the community to participate in campus life, through classes, special events, sports, forums and tours.

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