Disbursements (Accounts Payable) Manager

Posting Number: 20243980S Position Title: Disbursements (Accounts Payable) Manager Position Type: Staff Location: Villanova, PA Recruitment Type: Internal/External Applicants Work Schedule: full-time/12-months Avg Hours Week Department: 434-Payroll and Disbursements Position Summary:

Reporting to the Director of Payroll and Disbursements, the Disbursements Manage ( Accounts Payable) Manager supervises staff and oversees accounts payable (disbursements) activities and payment of invoices.

This position is responsible for managing the disbursement of University funds, ensuring the timely and accurate processing of invoices and payments that makes full use of available discounts, ensuring correct recording to the general ledger expense accounts, managing supplier relationships regarding invoice payments, oversees the supplier setup in the Accounts Payable system, responsible for reviewing and verifying all payments, responsible for verifying direct deposit information, responsible for overseeing the Zelle payment process, and manages the check and ACH payment process with the University's banking partner.

The position assists in implementing procedures to ensure adherence to University, state, and federal policies and guidelines relating to accounts payable functions; manages the annual reporting of 1099's; and is responsible for adhering to record retention standards.

The Disbursements Manager also maintains approval workflow for all invoices and expense reports; and plans work schedules, assigns, and evaluates work for accuracy and conformance to policies.

Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

Responsible for managing the timely and accurate disbursement of University funds. Oversees and directs Disbursements staff. Performs management functions to ensure all invoices are processed and paid in a timely manner. Individual responsibilities include but are not limited to:

* Manage the accounts' payable function. Hire, train, develop, oversee, and evaluate employees.
* Direct assigned tasks and provide assistance as needed.
* Review and approval of all check runs and direct deposit feeds.
* Manage the disbursement of University funds by reviewing payments made by Accounts Payable on a daily basis ensuring the accuracy and validity of payments.
* Prepare guidelines for proper coding of invoices to general ledger expense accounts and update records.
* Ensure all payments such as payments to suppliers, travel and miscellaneous reimbursements to employees, payments for personal service contracts, utility payments, etc. have been approved by appropriate administrative levels and that proper policies and procedures have been followed in making the payments.
* Monitor customer feedback and escalated issues for prompt, accurate, and timely service.
* Communicate disbursements cycles, frequencies, payment processes, support documents, and meet established deadlines and requirement for disbursements.
* Responsible for the special handling of large payments prior to payment release in accordance with policy.
* Coordinate running of daily Banner and Concur finance reports, as well as daily reconciliation, verification, review, and authorization of payables disbursements.
* Maintain continuing education for own position along with team, by:
* Maintaining knowledge of accounts payable regulations and practices
* Membership and participation in local and national AP chapters, associations, and networks.
* Subscription to accounts payable update periodicals and research guides.
* Assists the Director of Payroll and Disbursements with the implementation of systems and procedures to ensure adherence to University, state, and federal policies and guidelines.
* This position recommends and implements changes to departmental procedures to ensure integrity of the disbursements system, and advises University staff, faculty, or students of appropriate changes procedures.
* Educates University departments regarding Disbursements policies and procedures.
* Assists the Director of Payroll and Disbursements with testing and maintaining adequate internal controls over disbursements functions, including prevention of fraud by internal and external parties.
* Responsible for overseeing the Zelle payment process and providing weekly status reports to applicable departments. Responsible for ensuring that Zelle payments are submitted timely every day and communicated to applicable departments, including possible late submissions (after current workday deadlines) and weekend submissions .
* Oversees the maintenance of all approval workflows for all invoices and expense reports in the Concur system.
* Oversees the supplier set-up in the Accounts Payable system, ensuring supplier files are complete including address and contact information, as well as W-9, 1099, and payment information.
* Responsible for maintaining 1099 information and records and annual reporting of 1099's according to IRS deadlines.
* Retention of records in accordance with University policies and State and Federal regulations.
* Perform other duties and assist with projects as assigned.

Minimum Qualifications:

* Bachelor's degree
* Four years of experience in accounts payable or other similar positions.
* Experience leading, guiding and supervising staff. (Candidates without this experience may be considered but will, if selected, be required to complete mandatory supervisory training).
* The equivalent combination of education, training, certification and/or experience that provides the required knowledge and expertise to perform the essential functions of the job may be considered.
* Well-developed planning and organizational skills to manage multiple projects and priorities. Must have a high degree of self-direction with the ability to constantly seek innovative ways to perform tasks in an efficient and timely manner.
* Ability to interact with all organizational levels of staff and external suppliers effectively and professionally.
* Strong oral and written communication skills, demonstrated experience in purchasing and accounts payable, accuracy, superior analytical skills, and strong ability to work independently under general supervision, along with effectively leading a team.
* Ability to problem solve, multi-task, and effectively prioritize work for the accounts payable team in a deadline-driven environment is critical.
* Ability to take full ownership of work product, providing complete results to senior management, including identifying and implementing solutions to problems.
* Ability to communicate (verbally and in writing) accounts payable policies and procedures clearly and effectively to diverse audiences with varying levels of understanding.
* Ability to establish and develop effective working relationships within a large, complex organization.
* Ability to identify and evaluate opportunities to improve processes.
* Work effectively in a management team with peers.
* Strong knowledge of automated disbursements procedures, experience in University or other services-oriented environments, strong knowledge of state and federal policies regarding accounts payable procedures, basic knowledge of procurement procedures.
* Knowledge of PA Sales and Use Tax reporting, 1099 Federal Income Tax reporting, independent contractor considerations, etc.
* Strong Microsoft Office skills required, including Outlook, Excel, SharePoint, and OneNote.
* Accounts Payable and Purchasing functions of ERP systems, experience with third party banking systems and automated Accounts Payable software (travel and expense management).

Preferred Qualifications:

* Familiarity with business operations of a University, including departments outside of Accounts Payable and Financial Affairs.
* Working knowledge of areas of information technology including web page creation.
* Ellucian Banner ERP System (for accounts payable and purchasing functionality).
* Knowledge of Concur, JPMorgan Chase Access, and PaymentWorks systems a plus.

Physical Requirements and/or Unusual Work Hours:

Ability to submit Zelle payments that come in late or on the weekends (outside of normal work day hours).

Special Message to Applicants: Posting Date: 04/17/2024 Closing Date (11:59pm ET): Salary Posting Information:

Commensurate with experience.

Salary Band: I Job Classification: exempt

References Needed

References Needed

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