Lead, Accounts Payable & Procure to Pay (Administrative Analyst/Specialist), Accounts Payable Office

Job Summary:

Under general direction, this position provides advanced administrative direction to support the management of the Accounts Payable office for all State, Auxiliary, Travel and Disbursement functions. The incumbent is responsible for directing accounts payable personnel in performance of accounts payable and related support functions. The responsibilities of this position include, but are not limited to, leading, directing, and training the technicians in the proper auditing and processing of vendor payments; ensuring the accuracy of payments by auditing the work activity of the technicians via liability reports, check trial registers, claim schedule reports, various withholding reports, queries, etc. Acts as Accounts Payable liaison to various internal campus individuals and external entities regarding Accounts Payable issues. Evaluates and interprets policies and procedures, ensuring consistent and accurate application of policies and procedures by technicians. Anticipates and plans for changes required to Accounts Payable business processes and the application of new and revised tax regulations. Analyze, generates, and submits claim schedules and various tax reports; calculating and controlling the cash needs for payments; etc.

Duties and responsibilities

All duties listed apply to all CSUSB business units, including state and auxiliary operations.

Accounts Payable Lead

• Utilize extensive and in- depth knowledge to provide lead work direction to Accounting technicians and student assistants in processing and auditing payments and other Accounts Payable duties. Utilize substantial judgment in the analysis, interpretation, integration, compilation, application, and presentation of complex data and information to develop training materials and procedural documents, conduct training sessions for staff and campus customers, and identify and implement process improvements to increase efficiencies.

Sponsored Programs Payables

• Leadership and Coordination: Lead staff overseeing grant payables, establishing agreements, and attending meetings; serve as key technical advisor with broad campus and systemwide impact.
• Support and Resolution: Assist with complex invoicing concerns, resolve payment issues, and manage Corporate Card reconciliation; influence strategic objectives and develop initiative-taking solutions.

Vendor/Campus Relationship Management

• Maintains high-level and diverse contacts within the university system, with outside entities and agencies, including government agencies regarding Accounts Payable issues, and represent Accounts Payable in various campus and CSU meetings.

Policy and Procedure Administration

• Policy Evaluation and Improvement: Evaluate and implement policy changes, anticipate updates, and document procedures; develop policies and procedures using expertise and research.
• Training and Development: Develop training materials, conduct sessions, and identify process improvements; ensure thorough documentation and communication to achieve goals.

Systems, Uploads, and Reporting

• Automation and Productivity: Identify opportunities for automation and productivity improvements; manage system uploads and interfaces.
• System Management: Correct journal posting errors and handle OnBase archival; effectively use information systems for analysis and reporting.

Payments, Pay Cycles

• Schedule and Processing: Establish and process pay cycles, update the check register, and coordinate financial aid check runs; ensure timely and accurate processing.
• Monitoring and Corrections: Monitor payments, research rejects, and pull check cashing data; apply extensive project management knowledge.

Claim Schedules

• Invoice Processing: Analyze and process public works invoices, correct voucher entries, and ensure proper cash transfer and claim submission; collaborate with Capital Planning and the State Controller’s Office.
• Collaboration and Troubleshooting: Resolve fund balance issues, respond to inquiries, and manage claim schedules; anticipate problems and assess impacts.

Wire Payments

• Coordination and Validation: Coordinate wire payments, generate campus wires, and validate payee banking information to prevent fraud; maintain audit compliance.
• Maintenance and Compliance: Maintain wire records and issue test wires as needed; effectively communicate with external entities.

Corporate Card Payments

• Data Extraction and Management: Ensure timely payment data extraction from US Bank/Concur and manage paper based Pcard transactions to ensure prompt bank payments; use analytical skills to formulate actions with broad impact.

Project Management and Ongoing Maintenance:

Special Initiatives Management

• Provide lead work direction for complex projects such as the ACH/EFT (Direct Deposit) campaign and procurement card usage initiatives. This role involves initiating, tracking, and ensuring the successful execution of these initiatives within a complex organizational unit with broad campus and system-wide impact.

Procure to Pay (P2P) System Implementation

• Lead and assist in the development, implementation, and ongoing maintenance of the P2P system. This includes creating workflow rules, developing training documentation, conducting module testing, and provide lead work direction for ongoing system enhancements. The position requires applying advanced theories, principles, and practices to ensure compliance and functionality.

Concur Corporate Card Reconciliation Tool

• Provide lead work direction for development, implementation, and maintenance of the Concur Corporate Card Reconciliation tool, providing comprehensive training and guidance to campus cardholders. This role demands substantial judgment in analyzing and integrating complex data and ensuring compliance with policies and procedures.

Website Management and Content Compliance

• Maintain and update the Accounts Payable website, ensuring all content, forms, and procedures comply with internal policies and regulations. This includes creating, editing, and removing content as necessary to meet the administrative goals and operational needs of the organization.

Travel Administration - Backup

Concur Program Management

• Serve as backup Lead and Subject Matter Expert (SME) for University's Travel Services and related CSU/campus travel guidelines, demonstrating expertise in organizational structures and systems.
• Independently provide a lead work direction to implement complex projects and business solutions with broad scope, impacting both campus and systemwide levels.
• Use substantial judgment in the analysis, interpretation, and integration of complex data to ensure compliance with CSU policies and campus procedures.
• Lead business innovation and process improvement efforts, addressing problems from a broad interactive perspective using advanced research and analytical skills.

System Support, Program Assessment, and Reporting

• Serve as a key technical advisor to executives and management, providing expertise and functional leadership in managing travel and Corporate Card data.
• Utilize extensive knowledge in project management and research methodologies to conduct monthly testing of expense reporting system updates.
• Effectively communicate with high-level contacts inside and outside the CSU system to resolve financial system-related travel transaction issues and recommend enhancements to existing controls.

Customer Service, Communication, and Training

• Provide expertise and functional leadership in coordinating all aspects of ongoing system maintenance and implementing best business practices for expense reimbursement.
• Conduct periodic needs assessments and develop effective training programs and materials, ensuring compliance with CSU policies and external program requirements.
• Effectively use all communication methods and formats to respond to inquiries, provide necessary information for audits, and train business users on expense reporting system user interface.

CFS AP Module - Review/Maintenance/Testing

Review and Maintenance of CFS AP Module

• Perform monthly queries across all business units to ensure accurate posting of vouchers and journal lines in CFS AP module.
• Independently create custom queries to investigate issues and respond to inquiries promptly, exercising substantial judgment in data analysis and interpretation.
• Analyze system errors to determine their cause (human or system error) and report findings as necessary to relevant personnel, serving as a key technical advisor to executives and management.

Testing and Enhancement Responsibilities

• Independently provide lead work direction and implement testing of patches and updates for the Accounts Payable module in CFS test regions before production installation, ensuring compliance with complex regulations and policies.
• Lead system enhancements and workflow design, including add-ons like library systems, Procure to Pay (P2P), Corporate Card modules, and scanning, drawing upon extensive knowledge in project management and analytical methodologies.

Collaboration and Strategic Planning

• Interface with strategic planning teams for procedural implementations, system upgrades/changes, and process workflow enhancements, maintaining high-level contacts within the university system and with outside entities.
• Serve as the primary point of contact for Audit & Compliance and IT groups to identify and report system issues, improvements, and enhancements, effectively communicating with diverse contacts inside and outside of the CSU system.

Automation and Process Improvement

• Independently identify opportunities to automate manual tasks and streamline processes to enhance productivity, leveraging expertise in applicable information systems and applications.
• Collaborate with programmers to test and implement changes based on identified enhancements and new reporting requirements, addressing problems from a broad interactive perspective using advanced research and analytical skills.

Audit, Segregation of Function and Tax Compliance

• Independently provide lead work direction and implement controls and segregation of duties within the department, ensuring compliance with audit requirements.
• Serve as a key technical advisor on tax compliance matters, providing expertise and guidance to executives and management.
• Maintain a strong working relationship with auditors and ensure audit requests are satisfied.

Sales and Use Tax Analysis

• Lead sales/use tax reporting in accordance with CDTFA guidelines, coordinating with the Tax Department and staying updated on changes in tax law.
• Assign, monitor, and upload assessments of use tax on campus procurement card purchases, demonstrating expertise in project management and analytical methodologies.
• Review and interpret Federal and State tax reporting updates, ensuring changes to the laws and regulations are incorporated into Accounts Payable office procedures.

1099 Misc., 1099 Non-Employee Compensation, and California 592-B Income Reporting

• Process required tax reports and forms on the CFS system, ensuring compliance with IRS and state tax regulations.
• Review and categorize payments for reporting purposes, providing guidance to campus staff on tax compliance requirements.
• Facilitate IRS Notice CP-2100 & CP-2100A requirements and ensure compliance with reporting standards.

Month-End/Year-End Closing:

• Develop a pre-planned calendar to set internal deadlines and guide technicians' responsibilities, demonstrating leadership in complex program management.
• Conduct meetings with campus departments to coordinate year-end closing, establish submission deadlines, and emphasize the importance of timely invoice processing, exercising considerable influence over strategic objectives.
• Notify departments, including Receiving, Purchasing, Capital Planning, Payroll, Student Financial Services, and Library, of deadlines, ensuring broad campus impact.
• Analyze open service orders, coordinate accruals with relevant departments, and verify payment statuses for open construction projects, addressing complex programmatic issues.
• Manage direct expense accrual journal entries and prepare year-end journals, demonstrating expertise in financial reconciliation and policy interpretation.
• Monitor Accounts Payable processes, ensuring timely review, posting of transactions, and reconciliation of balance sheet accounts, serving as a key technical advisor to executives.
• Continuously improve accounting close processes for efficiency and effectiveness, integrating advanced research and analytical skills.
• Generate and analyze CFS AP month-end/year-end queries to ensure accurate posting of vouchers and journal lines, using substantial judgment in data interpretation and application.

Other Duties

• Travel and/or attend training courses as required.
• Function as the department Corporate Card Cardholder; make purchases for the department such as check stock, supplies, etc.
• Act in the capacity of the Accounts Payable Director when absent.
• Other classification related duties as assigned

Minimum Qualifications:

Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS five to six years of related experience.

Required Qualifications:

• Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area. Incumbents at this level often may have certification in a specialty area.
• Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.
• Extensive and in-depth knowledge in project management including research and analytical methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact.
• Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
• Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
• Ability to effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
• Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives.

Preferred Qualifications:

• Knowledge of generally accepted accounting principles; knowledge of manuals, regulations, laws and procedures that apply to processing all Accounts Payable documents/transactions.
• General business office skills and knowledge of computer software programs, such:
  • Peoplesoft Financials
  • Imaging software and processes, and integrated ERP systems
  • Knowledge of personal computer and software applications such as Microsoft Excel, Word, and PowerPoint
• Excellent written and verbal communication skills with experience in authoring desktop procedure documents
• Prior experience in a fast-paced, high-volume environment. Possess an inherent sense of urgency. Can handle daily unforeseen challenges in a large, complex A/P department
• Demonstrated leadership ability, effective communication skills, and team experience. Ability to embrace change, re-prioritize workload on demand and still produce high-quality output
• Must be able to multi-task and work with a variety of people always providing excellent customer service. Strong customer service skills and service-centric oriented. Team player with excellent interpersonal skills, strong work ethic and positive attitude. Ability to nurture, train, lead and motivate others
• Strong organizational and analytical skills; excellent attention to detail and follow through. Ability to troubleshoot by making sound decisions within defined parameters
• Ability to accept and give feedback in the spirit of open communication with the goal of enhanced performance
• Has a strong understanding of tax reporting and withholding issues, such as 592B, 1099M and 1042S reporting types

Compensation and Benefits:

Anticipated Hiring Range: $7,083 - $7,500 per month

Classification Salary Range: $6,638 - $12,899 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Full-time Non-Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is: June 27, 2024

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Jun 13 2024 Pacific Daylight Time
Applications close: Jun 27 2024 Pacific Daylight Time

Closing Date/Time:

San Bernardino, California 92407 United States View Map