Accounts Payable Lead/Accountant
San Jose State University Research Foundation - san jose, CA
Apply NowJob Description
OUR STATEMENT The San Jose State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live. The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value. GENERAL NATURE OF POSITION The Finance and Accounting Department of the San Jose State University Research Foundation provides financial and administrative support services to researchers. These services include purchasing, accounts payable, accounts receivable, cashiering, property, and general ledger. The accounts payable department is responsible for the accurate and timely payment of vendor invoices, business expense reimbursements, travel reimbursements, credit application processing, form 1099 processing, nonresident alien tax assessments, and compliance with federal, state, and sponsor agencies' guidelines. As a member of the Finance and Accounting team, this position will be responsible for processing and coordinating the daily function of the accounts payable department. The accounts payable lead/accountant will provide financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by receiving payments, processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely, and accurate manner. ESSENTIAL DUTIES & RESPONSIBILITIES Issue purchase orders and change orders that meet Research Foundation policy requirements and ensure compliance with OMB, CSU, State of California, and federal spending policies, rules, and regulations. Answer inquiries and work with campus and auxiliaries on payment and reconciliations. Quarterly review of open purchase orders to determine which orders should be closed. Research incomplete documentation received from vendors and/or Research Foundation customers for reconciliation and/or to fulfill requirements for proper backup documentation. Update and ensure accuracy in the supplier database. Collaborate with AP manager to identify and screen non-resident payees for appropriate tax withholding and reporting. Classify suppliers accurately for 1099 reporting. Review and prepare monthly purchasing card uploads. Manage the AP mailbox and assign invoices and statements to the AP team for processing. Provide training and assistance to AP specialists as needed. Act as backup for AP manager and assist with journal vouchers, W9 forms and year-end reporting requirements. Attend to journal entries, including annual purchase order accruals, annual general liability journal entries, and other journals to reclassify costs as required. Prepare census reports on a quarterly and annual basis as required by the U.S. Department of Commerce for the Central Office and International House. Review unclaimed property reports with the Finance and Accounting team and submit year-end reports of unclaimed property to the State of California. Prepare annual college exemption forms for property tax and submit them in a timely manner. Administers duties associated with the college work-study program for the Foundation and serves as a liaison between the University and Foundation projects that have work-study allocation. Other duties as assigned. INTERPERSONAL CONTACTS Reports to the accounts payable manager of the Finance and Accounting Department. Frequently works and interacts with department staff and managers, other Research Foundation co-workers, and university faculty and administrators. SUPERVISORY RESPONSIBILITIES None. However, as the Lead, this position will oversee, assign, direct, and/or train the work of department AP specialists, under the supervision of the AP manager. QUALIFICATIONS Education and Experience Bachelor's degree in accounting, finance, or related discipline preferred. Minimum of five years of accounts payable experience required. One year of experience in a university auxiliary environment or similar environment preferred. Knowledge, Skills, Abilities Required Thorough knowledge of applicable accounts payable/general ledger systems and procedures and financial chart of accounts. Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately. Strong attention to detail and accuracy of information. Proven ability to demonstrate organization, meet tight deadlines, and prioritize workload to achieve results. Knowledge of accounts payable best practices. Solid understanding of 1099 and 1042-S reporting requirements Solid understanding of sales and use tax applications in accounts payable. Excellent written and verbal communication skills. Ability to work effectively and maintain cooperative working relationships with others. Working knowledge of current computer and office automation equipment. Proficient in MS Office (Word, Excel) and computerized accounting software (preferably experience with Workday). Ability to use initiative and sound independent judgment within established guidelines. Ability to organize work, set priorities, and meet critical deadlines with little supervision. Complexity of Duties Works under general supervision on specific assignments following established policies, procedures, and practices. Work is subject to regular checks and reviews to ensure compliance with procedures. Failure to achieve results is normally capable of being overcome without serious effect on schedules and programs. Physical Requirements Must be able to operate a PC, including a mouse and keyboard. Must be able to operate general office equipment. Must be able to sit for extended periods of time. Visual acuity associated with concentrated computer use. Must be able to push, pull, carry, or lift up to 20 lbs. PLEASE NOTE: This position is considered a "sensitive" position by SJSURF and CSU policy. Consequently, the successful candidate must undergo and successfully complete the Live Scan (fingerprinting) background check as a condition of their employment. This background check must be completed before the actual start of employment. NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. BENEFITS The SJSURF provides an excellent benefits package to benefited employees. The comprehensive benefits package includes: Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage). Employer-paid dental and vision for both employee and eligible dependents. Life, AD&D, LTD with supplemental coverage opportunities. 14 paid federal & state holidays. Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately. Vacation-hour accruals and separate sick-hour accumulations. Hybrid work schedule. Employee discounts. Paid training and professional-development conferences. Please visit the Benefits & Compensation page on the SJSURF website for more detailed information. APPLICATION PROCEDURE To apply for this position, an applicant must submit a formal application for employment. Select "Apply Now" to complete the SJSURF online employment application. REASONABLE ACCOMODATION The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes. If you are a job seeker with a physical or mental disability, and you require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at . In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information. ABOUT THE SJSU RESEARCH FOUNDATION SJSURF employment is separate and distinct from San Jose State University or state of California employment. SJSURF employees are not employees of SJSU or of the state of California. SJSURF is a non-profit auxiliary of San Jose State University. SJSURF is totally self-supported. The majority of the organization's funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational related activities.
Created: 2024-10-05