| 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.
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| 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.
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| 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
means.
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
university.
- 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
expenditures.
Coordinates with Accounting to ensure the reconciliation of non-payroll cash
disbursements.
- 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
filing.
- 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
disbursements.
- 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.
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| 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. https://www.sandiego.edu/onward/
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.
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