Disbursements Manager

Claflin University, a premier historically Black university and liberal arts institution, seeks a detail-oriented and experienced Disbursements Manager to oversee and manage all aspects of payroll, accounts payable, and student refunds. Reporting directly to the Assistant Vice President/Controller, the Disbursements Manager ensures timely and accurate processing of financial disbursements in compliance with institutional policies, federal and state regulations, and industry best practices. This position plays a key role in maintaining fiscal responsibility, enhancing operational efficiency, and supporting the financial well-being of employees and students.

Essential Duties and Responsibilities

• Direct and manage all disbursement operations, including Payroll, Accounts Payable, and Student Refunds.
• Ensure accurate and timely processing of bi-weekly and monthly payrolls, including applicable tax withholdings and benefit deductions.
• Oversee the processing of vendor invoices, purchase orders, travel reimbursements, and other payables, ensuring proper documentation and authorization.
• Manage the student refund process, including disbursement of financial aid overages, in accordance with federal regulations (e.g., Title IV) and institutional policies.
• Maintain compliance with IRS regulations, including timely filing of W-2s, 1099s, and other required reports.
• Develop, implement, and monitor internal controls and procedures to ensure the integrity and efficiency of disbursement functions.
• Reconcile related accounts and investigate discrepancies; ensure accurate reporting to the General Ledger.
• Serve as liaison to Human Resources, Student Financial Services, and other departments to coordinate data and resolve issues related to disbursements.
• Prepare regular and ad-hoc reports related to payroll, payables, and refund activity for management review.
• Train, supervise, and evaluate disbursement staff, promoting a culture of accuracy, service, and compliance.
• Support audits and compliance reviews by providing documentation and responding to inquiries.
• Recommend and implement improvements in systems, procedures, and policies; ensure optimal use of ERP system (Jenzabar).

Education and Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field required.
• Minimum of 3-5 years of progressively responsible experience in payroll and/or accounts payable, preferably in a higher education or nonprofit setting.
• Supervisory experience strongly preferred.
• Familiarity with federal payroll tax regulations and student financial aid refund processes is highly desirable.
• Experience with Jenzabar or similar ERP systems preferred.

Skills and Competencies

• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Proficiency in Microsoft Excel and financial software.
• Excellent interpersonal and communication skills.
• Knowledge of relevant federal and state regulations related to payroll, disbursements, and student refunds.
• Ability to analyze and improve workflows and internal controls.

Work Environment and Physical Demands

• Standard office setting.
• Prolonged periods working on a computer.
• Occasional extended hours during payroll cycles, fiscal year-end, or audits.

Application Instructions

Interested applicants should submit a cover letter, resume, and contact information for three professional references.

Claflin University is an equal opportunity employer committed to fostering a diverse and inclusive academic community.

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