Accounts Payable Manager - Invoicing

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission. At Howard University, we prioritize well-being and professional growth. Here is what we offer: Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health supportWork-Life Balance: PTO, paid holidays, flexible work arrangementsFinancial Wellness: Competitive salary, 403(b) with company match Professional Development: Ongoing training, tuition reimbursement, and career advancement pathsAdditional Perks: Wellness programs, commuter benefits, and a vibrant company cultureJoin Howard University and thrive with us! FUNCTIONS:Under general direction from the Director of Accounts Payable Operations & Disbursements, this position supervises the staff and operations of the Accounts Payable Department responsible for accurate and timely Invoice processing. These key functions include; payables processing including p-card 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 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 university resources. System skills are critical as the position must utilize, support, train andor administer several financial systems including; Banner, PeopleSoft, Workday, banking and check-writing systems, reporting tools, Microsoft Excel and others.SUPERVISORY ACCOUNTABILITY:Supervise full-time hourly staff members. Student Worker Responsibility - delegates and supervises the hiring and training of accounts payable student workers.NATURE AND SCOPE: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.PRINCIPAL ACCOUNTABILITIES:Accounts Payable Process Management & ProcessingAccounts Payable Processing - responsible for the timely processing of vendor invoices and credit memos, ad-hoc payments, payment requests, student reimbursements, while ensuring the highest standards of regulatory 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 process to prevent duplicate paymentsFinancial Controls - work with Controller's Office to ensure proper treatment of payables in compliance with GAAP, SOX, IRS regulations and University policies and procedures.Disputes - responsible for resolving questions and disputes associated with payment 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 University policies and procedures.Evaluate staff workflow and recommenddocumentimplement 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 performanceEnsure Accounts Payable dailyweeklymonthlyyearly workflow runs smoothly; all payment requests are processed timely, accurately, and within policy. Work with AP Manager, staff within payment processing section, and vendor project Supervisor to ensure project is completed on time.Provides assistance and guidance to departments in any issues that may involve accounts payable 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 ManagementSystem Management - Responsible for accounts payable 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 as relates to industry standards and best methods and communicates such standards and methods with university departments.Collaboration - collaborates with OPC, Controller's Office, Budget, ETS and other departments as needed on routine processing and projects.Work with General Accounting, Treasury, and Audit 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, andor e-mail in a professional and timely manner using good judgment and initiative with projects that improve accounts payable customer service, vendor relations and the welfare of the University community.Documentation - develop, write and effectively communicate accounts payable related content via an e-mail, newsletter, website update, verbally, etc.Training - provide assistance, training and advice to customers on ERP systems with compliance to department and university policies and procedures.Analysis of Accounts Payable DataKey Metrics - report on key accounts payable metrics semi-annually.Data Mining - review, evaluate, recommend and create andor simplify accounts payable processes for the broader university community based on accounts payable data and industry best methods.Ad Hoc Reporting - Analyze accounts payable data as needed to drive opportunities with internal departments, vendors, consortiums.Perform additional tasks as assigned by supervisor.CORE COMPENTENCIES:Knowledge of the principles, practices and methods associated with Accounts Payable management and administration.Software knowledge: ERP: SAP, JDE, Oracle, QuickBooks, Workday, etc. Office applications: Word, Excel, PowerPoint, etc.Ability to detect and solve problems using good insight, judgment, and innovative, creative thinking.Ability to demonstrate objectivity, integrity, and ethical behavior and continuously acquire new skills and knowledge.Ability to demonstrate objectivity, integrity, and ethical behavior and continuously acquire new skills and knowledge.Knowledge of relevant laws and regulations: OFAC, SOX, COSO, 10991042 reporting requirements, Sales and use tax, VAT, Bribery and anti-corruption laws, T&E laws, Unclaimed property and escheatment law, Privacy laws ,Document retention requirements, Anti-trust, Other relevant industry-specific laws. Knowledge of the Federal, District of Columbia and University laws, statutes, regulations and policies governing managing vendor accounts, accounts payable administration 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, University 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 qualitatively 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 University, division and department.Ability to understand the legal and regulatory environment and analyze the impact changes in relevant requirements, constraints, and competitive.Able to research, analyze and identify any relevant risks and opportunities to the University economic situation including both issues specific to the University, 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.MINIMUM REQUIREMENTS:Bachelor's degree in Finance, BusinessPublic Administration, Accounting or closely related field is required. Seven years (7) years of experience including three (3) years as a supervisor or manager. Experience that demonstrates comprehensive knowledge and skill in accounts payable administration, higher education accounting and experience in computerized financial accounting systems required. WorkDay experience a plus. APS, APM, P2PS, P2PMCompliance Salary Range DisclosureExpected Salary Range: $90,000 - $105,000.

Created: 2025-02-28