Accounts Payable Manager

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Accounts Payable Manager. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $9,625 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,812 to $15,449 per month.

Classification

Administrator II

Position Information

The California State University, Office of the Chancellor, is seeking an Accounts Payable Manager to serve in a leadership role at the California State University Chancellor's Office as well as systemwide with regards to the accounts payable and travel functions. Manage all aspects of the Chancellor's Office accounts payable & travel areas including overseeing assigned employees. The incumbent has overall responsibility for planning, directing, coordinating, implementing, maintenance and monitoring of department activities.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Director, Financial Services Accounting, the Accounts Payable Manager will perform duties as outlined below:

Manage Accounts Payable and Travel Operations

-Oversee the disbursement function to ensure accurate and timely payments including wire transfers, procurement cards, travel cards, checks and electronic payments.

-Evaluate, document, and recommend proper courses of action for areas under direct management and perform related duties as required.

-Ensure that employee reimbursements are processed in accordance with CSU policy.

-Review and approve claim schedules for submittal to the State Controller's Office, monitor staff analysis of discrepancies, and verify that corrections and resubmissions occur.

-Assure all processes are completed by month end deadlines and coordinate with FIS staff to close the period.

-Approve fringe benefit schedules for possible inclusion into employee W-2 forms.

-Oversee the determination of taxability for purchases and applicable tax rate and accrue use tax if appropriate.

-Verify federal & state withholding requirements have been applied to applicable payments.

-Approve federal 1099's, state 592B’s, and other required filings applicable to outgoing disbursements.

-Manage all aspects of AP related year end close activities to include accruals and creating year-end adjusting journal entries.

-Collaborate with General Accounting as needed for Legal and GAAP year-end close.

-Ensure a high level of customer service is provided to Chancellor's Office staff and vendors including timely and accurate responses to inquiries.

-Carry out supervisory responsibilities in accordance with CSU policies and applicable laws including interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Interpretation, Communication, and Training of Policies and Procedures

-Communicate policies and procedures, as well as provide training to staff within the Chancellor's Office as well as systemwide personnel as needed.

-Provide updates and presentations to CO staff regarding travel policies and use of the Concur platform for booking travel and submitting travel expense claims.

-Represent the CO’s accounts payable interests in systemwide work groups.

Policy Development, Research, and Analysis

-Work cooperatively with staff and campus personnel to draft new policy content as required related to disbursements, hospitality, and travel.

-Write or rewrite accounts payable documentation as needed due to system improvements, changes in tax law, state regulations, changes in policy or any other modifications that impact that day-to-day operations of the accounts payable department.

-Create and maintain staff operating procedures as required when implementing new policies, changes to current practice, and financial system changes.

-Ensure policies and procedures are in compliance with rules and regulations as mandated by the State of California, the federal government, CSU systemwide and Chancelor’s Office requirements.

Financial and Imaging System Upgrades, Modifications, Troubleshooting

-Manage the design, upgrade, and testing of current and future imaging applications providing effective recommendations for new or revised procedures.

-Develop methods to verify new and upgraded software is working as expected related to the Peoplesoft AP module, Jaggaer P2P system, and Laserfiche repository and workflows.

-Provide feedback and work with technical staff to resolve errors, process design issues, and workflow problems.

-Analyze new software needs and make recommendations to management as appropriate.

Reconciliations, Account Analysis, and Special Projects

-Develop reconciliations to ensure financial data is accurate and is not aging beyond established timeframes.

-Ensure all department reconciliations are performed on a timely basis.

-Review and approve staff accounting entries and reconciliations.

-Make recommendations for the disposition of reconciling items as necessary.

-Provide guidance and leadership to campus accounts payable personnel including committee work.

-Manage a variety of numerous special projects.

Qualifications

This position requires:

-Bachelor's degree in Accounting, Business, or similar field.

-Five years’ experience in a supervisory capacity for an accounts payable team.

-Seven years’ experience in a high-volume accounts payable department.

-Knowledge of accounting theory, including governmental accounting, accounts payable principles and procedures, and related laws, rules and regulations.

-Strong working knowledge of automated financial systems.

-Advanced knowledge of sales/use tax, non-resident alien tax withholding, 1099 & 592B reporting, and applicable reporting of fringe benefits for employees.

-Understanding of various payment processes and activities including positive pay, wire transfers, ACH, and procurement and travel cards.

-Experience with employee travel programs and reimbursement processes.

-Excellent written and verbal communication skills including demonstrated ability to make presentations to large groups.

-Proficiency with software used by the CSU including Microsoft Word, Excel, PowerPoint, and SharePoint.

-Hands on general ledger experience to perform reconciliations or supervise the performance of reconciliations.

-Ability to work independently, proactively address potential issues, and use exceptional judgement to resolve problems.

-Ability to build strong working relationships with administrators, staff, vendors, contractors and outside organizations.

Preferred Qualifications

-Knowledge of PeopleSoft to assist in regular financial system upgrades is highly desirable.

-Knowledge of SAP/Concur software for booking travel and expense report activity.

-Higher education/fund accounting experience.

-Prior experience working at a CSU campus or the Chancellor’s Office.

-Experience with procure to pay systems such as Jaggaer.

Application Period

Priority consideration will be given to candidates who apply by September 17, 2024. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Mandated Reporter Per CANRA

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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Advertised: Sep 03 2024 Pacific Daylight Time
Applications close:

Closing Date/Time:

Long Beach, California 90802 United States View Map