Accounts Payable and Procurement Manager

Title: Accounts Payable and Procurement Manager

FLSA: Exempt

Full Time: 40 hours a week

I. Reporting Relationships

Position Reports to: Sr. Staff Accountant

Subordinate Staff: AP Specialist

Indirect Subordinate Staff: None

Position Backup is: AP Specialist and

II. Basic Function

Ensures payment of bills in accordance with University Policy and manages vendors and employees to drive cost efficiency

III. Essential Functions

• Manage relationship with vendors in conjunction with CFO including:
• Vent new vendors and set up in system based on W9
• Review existing contract with vendors particularly prior to renewal
• Identify preferred vendors and communicate to University employees
• Supervise AP Specialist to ensure bills are paid timely and in accordance with University Policy
• Communicate with employees on issues and trends identified by AP Specialist from review of vouchers and receipts
• Lead trainings of Procurement process and University spending / reimbursement policy
• Assist with weekly check runs for account payable and student refunds
• Set up Fixed Asset project codes and monitor expenses in the Fixed Asset accounts.
• Helps with Year End entries.
• Back up to the AP specialist position.
• Some Bank Reconciliations.
• Sets up Vendors, enter W9’s in the system and inputs prenotes
• Oversee employee credit cards
• Set up employees with new cards and deactivate current cards when appropriate
• Raise and lower limits on existing cards based on spending needs
• Communicate to employees when issues or trends are identified by AP Specialist during review of receipts
• Assist CFO with monitoring budget to actual expenses
• Miscellaneous functions include annual 1099 filing, reconciliation of AP account in support of annual audit, identifying payments that are for fixed assets or prepaids
• Backup AP Specialist on daily responsibilities including check runs, reviewing vouchers and receipts, and monitoring AP and Procurement mailboxes

V. Qualifications

Knowledge: Two years college with business background preferred. Familiarity with record keeping and accounting procedures needed. Experience with Colleague preferred

Experience: Three to five years of Accounts Payable, or Procurement.

Skills/Aptitude: Computer experience required. Proficiency with Microsoft Office products is required. Must use independent judgement along with professional judgement and manner, have the ability to prioritize, establish credibility and rapport, good oral and written communication skills, well organized with a strong attention to detail. High level of accuracy with data entry.

Working Conditions: Fast paced office environment.

Level: Independent, with moderate direction from supervisor.