What are the responsibilities and job description for the Accounts Payable Manager - Hybrid position at Wellesley College?
At Wellesley, our mission is to deliver an outstanding liberal arts education
to women who will make a difference in the world. Our collaborative
community, comprising of faculty, students, staff, and alumnae, is guided by
our shared commitment to educational excellence. Join us in this transformative journey!
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details. If you are an internal employee, kindly utilize the internal portal on
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Job Posting Title
Accounts Payable Manager - Hybrid
Job Description Summary
Administrative Exempt
Job Description
Position Summary:
Under general direction from the Director of Purchasing & Accounts Payable, this position supervises the staff and operations of the Accounts Payable Department responsible for accurate and timely invoice and expense processing. These key functions include; payables and expense processing, IRS 1099 reporting, process ownership, project management, system administration and analysis. Customer service is critical as this position is responsible for assisting internal departments in payment and expense processes in compliance with all applicable laws and regulations. This position is responsible for providing support regarding policy, procedures and best methods to ensure solid financial controls and prudent stewardship of college resources. System skills are critical as the position must utilize, support, train and/or administer several financial systems including; Workday, tax and check-writing systems, reporting tools, Microsoft Excel and others.This manager will personally process financial transactions and must have a high level of personal productivity. This manager role also provides departmental leadership for accounts payable employees and as the owner of accounts payable systems and processes.
Primary Position Responsibilities
Accounts Payable and Expense Process Management & Processing
- Accounts Payable Processing - responsible for the timely review and processing of vendor invoices and credit memos, ad-hoc payments, payment requests and student reimbursements while ensuring the highest standards of compliance, accuracy and productivity.
- Expense Processing – responsible for timely review and processing of employee expense reports while ensuring the highest standards of compliance, accuracy and productivity.
- Electronic Processing - responsible for all electronic methods of payment including ACH, wires and others as needed.
- Responsible for second level review and escalation or approval of the invoicing and expense processes to prevent duplicate payments.
- Financial Controls - work with Controller's Office to ensure proper treatment of payables and expenses in compliance with GAAP, , IRS regulations and college policies and procedures.
- Inquiries - responsible for resolving questions and disputes associated with payment and expense processes.
- IRS 1099 Processing - responsible for timely, accurate processing of IRS 1099 documents.
- Data Retention - ensure proper scanning, storage and retention of documents per GAAP, IRS regulations and college policies and procedures.
- Evaluate staff workflow and recommend/document/implement changes to these processes that improve and increase efficiencies.
- Execute posting and month-end closing, reconciliation and monthly stats are completed on time; Provide end of month report of projects completed, projects in progress, and statistical analysis of payment processing performance.
- Ensure Accounts Payable daily/weekly/monthly/yearly workflow runs smoothly; all payment requests are processed timely, accurately, and within policy.
- Provide assistance and guidance to employees in any issues that may involve accounts payable expense matters, vendor relations, delinquencies, overpayments, budget limitations etc.
- Direct supervision of staff, planning and prioritizing of assignments, training and orientation, review of work product, evaluation of performance and authorizing staff timesheets and monitoring time off.
Accounts Payable Process Ownership & Project Management
- System Management - Responsible for accounts payable and expense management systems including; upgrade testing, issue escalation and resolution, enhancement recommendation and follow-thru.
- Electronic Processing - researches and implements accounts payable technology to optimize electronic payment processing.
- Continuous Improvement - Maintains on-going expertise and pursues continuous improvement in accounts payable and expense management as relates to industry standards and best methods and communicates such standards and methods with college departments.
- Collaboration - collaborates with Purchasing, Controller's Office, Budget, Post Award Services and other departments as needed on routine processing and projects.
- Work with Controller’s Office to resolve bank-reconciling items on all bank reconciliations, wires, and unclaimed property and audit findings.
Customer Service, Training & Communication
- Daily Customer Service Focus - demonstrate a high level of customer service to internal customers and external vendors representing Finance, and Administration's vision and strategic initiatives in a professional manner.
- Timely & Proactive Communication - respond to internal customers and vendors via phone, fax, mail, and/or e-mail in a professional and timely manner using good judgment and initiative with projects that improve accounts payable and expense customer service, vendor relations and the welfare of the college community.
- Documentation - develop, write and effectively communicate accounts payable and expense related content via an e-mail, website updates, process documentation verbally, etc.
- Training - provides assistance, training and advice to employees on ERP systems with compliance to department and college policies and procedures.
Analysis of Accounts Payable Data
- Key Metrics - report on key accounts payable and expense metrics semi-annually.
- Continuous Improvements - review, evaluate, recommend and create and/or simplify accounts payable and expense processes for the broader college community based on accounts payable and expense data and industry best methods.
- Ad Hoc Reporting - Analyze accounts payable and expense data as needed to drive opportunities with internal departments, vendors, consortiums.
- Perform additional tasks as assigned by supervisor.
Supervisory Responsibilities:
- Supervise full-time hourly staff members. Student Worker Responsibility - hires and trains accounts payable student workers.
Basic Qualifications:
- Bachelor’s degree in Finance, Business/Public Administration, Accounting or closely related field is required.
- Seven years (7) years of experience including three (3) years as a supervisor or manager.
Skills and Abilities :
- Experience that demonstrates comprehensive knowledge and skill in accounts payable and expense administration, higher education accounting and experience in computerized financial accounting systems required.
- Workday experience is a plus
- Knowledge of the principles, practices and methods associated with accounts payable and expense management and administration.
- Software knowledge: ERP: Workday. Office applications: Word, Excel, PowerPoint, etc.
- Ability to detect and solve problems using good insight, judgment, innovative and creative thinking.
- Ability to demonstrate objectivity, integrity, and ethical behavior and continuously acquire new skills and knowledge.
- Knowledge of relevant laws and regulations:, 1099/1042 reporting requirements, Sales and use tax, VAT, bribery and anti-corruption laws, T&E laws, , privacy laws, document retention requirements, anti-trust and other relevant industry-specific laws.
- Knowledge of the Federal, Massachusetts and college laws, statutes, regulations and policies governing managing vendor accounts, accounts payable administration expense management and any other related matters.
- Skill in communicating the scope of work and findings, making recommendations and suggestions to internal and external customers, subordinate staff, peers, administrators and executives.
- Skill in managing human, financial, property, and technical resource for successful project outcome.
- Ability to work in a team environment to accomplish objectives as well as ability to work with a diverse group of individuals.
- Ability to establish and maintain effective and harmonious work relationship with students, faculty, staff, college officials, senior level professionals and the general public.
- Ability to understand audit and business risk and factor this into the creation of business strategy.
- Ability to identify measures that are both relevant and reliable including criteria used for special purposes and qualitative criteria.
- Ability to apply strong research skills to access relevant guidance or other information, understand and apply it.
- Ability to communicate technical information to individuals with diverse capabilities and interests.
- Ability to successfully manage a number of different projects and conflicting deadlines.
- Able to communicate the vision, strategy, goals, and culture of the college, division and department.
- Ability to understand the legal and regulatory environment and analyze the impact, changes in relevant requirements, constraints, etc.
- Able to research, analyze and identify any relevant risks and opportunities to the college economic situation including both issues specific to the college, as well as those pervasive throughout the higher education.
- Successful leadership and team management abilities.
- Knowledge of accounting practices (GAAP).
- Ability to communicate using professional standards, legal references or information based on service or clients' needs as well as the ability to deliver powerful presentations and produce examples of effective business writing.
Company Description
Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae.
Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.
- Competitive Compensation: Experience competitive wages ensuring your dedication is recognized and rewarded.
- Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
- Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
- Paid Time Off: Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
- Retirement Savings: Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
- Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
- Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
- Tuition and Education Benefits: Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
- Campus Privileges: Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.
Apply today and take your first step toward a rewarding career with Wellesley College – where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!
Worker Sub-Type
Administrative
Time Type
Full time
EEO Statement
At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members of the Wellesley community have an equal opportunity to flourish.
Wellesley College is an Equal Opportunity Employer and prohibits discrimination against qualified individuals in hiring and advancement based on any legally protected status. Candidates who believe they can contribute to the College community are encouraged to apply.
