Accounts Payable Manager

POSITION OVERVIEW

The Business Office is responsible for providing financial and accounting services.  The Accounts Payable Manager provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by receiving, processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely, and accurate. 

Supervisor: Controller 

Supervisory Responsibilities:  Business Office Specialist

Position Status:  Salaried, exempt, full-time, regular, 12-month

Hours of Work:  Standard work week.  Evening and weekend work may be required.

REQUIREMENTS AND QUALIFICATIONS

• Bachelor’s degree (B.S. or equivalent) from a four-year college
• Minimum of 2 years of experience in office accounting, preferably specific to Accounts Payable.
• Ability to write routine reports and correspondence. 
• Ability to speak effectively before vendors or employees of the organization.
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, etc.  
• Ability to solve practical problems and deal with various concrete variables in situations with limited standardization. 
• Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.
• Ability to use computerized accounts payable and payroll systems, strong data entry, typing, and 10-key calculator skills, and ability to use Microsoft Office.  
• Experience with NetSuite software is a plus. 
• Interpersonal skills such that communication with budget holders, other employees and vendors is handled effectively and diplomatically.  
• Strong organizational and time management skills.

ESSENTIAL RESPONSIBILITIES

• Supervises and acts as a backup for Accounts Payable processing.
• Reviews transactions for proper general ledger coding of expenses and appropriate supporting documentation for AP transactions and approves payment. Compliance with Westminster Accounting policies, including Travel and Expense requirements, should be incorporated during review.
• Performs monthly P-Card administration and compliance, including ensuring that all charges are coded and substantiated with supporting documents, that appropriate departmental/divisional managers approve all charges, that approval routes are reviewed and updated on a timely basis, and that active cards are registered to current employees of Westminster.
• Performs monthly/quarterly detailed audits of P-Card transactions, including general ledger coding and appropriate supporting documentation.  This audit will include transactions across various departments above certain dollar thresholds.
• Performs high-level review of P-Card transactions for proper coding during the month-end file upload process into the General Ledger.  
• Manages vendor 1099 compliance process
• Prepares monthly reconciliation between the Accounts Payable sub-ledger and General Ledger.
• Acts as liaison to Parent organizations and reviews their disbursement requests.
• Reviews, approves, and records school-side petty cash activity. 
• Works with the Assistant Controller to provide payable-related schedules and reports for the monthly General Ledger closing, e.g., the purchasing card detail download.
• Prepares and provides all necessary schedules and documentation for Accounts Payable related to the annual financial audit.
• Researches and resolves any outstanding balances.
• Enters new or updated vendor names and data in the Accounts Payable sub-ledger.
• Acts as liaison to all payables vendors, including verbal and written communication.
• Completes credit applications as requested by vendors to establish a credit limit. 
• Posts Account Payable sub-ledger transactions to the General Ledger.
• Handles journal entries for incorrectly charged items, credits, and expense recovery.
• Following GAAP, records all Fixed Asset Transactions (additions, disposals, and depreciation).  Prepares Fixed Asset roll-forward and year-end schedules. Assists with any fixed asset-related projects, as needed.
• Assists with preparing internal control assessments and process documentation; proposes changes to remedy deficiencies.
• Serves as back-up to AR functions, as needed.
• Assists with preparing annual audit schedules for the financial statement audit.
• Prepares assigned balance sheet reconciliations.
• Assists Business Office management as necessary on special projects and miscellaneous assigned duties.
• Responsible for various banking tasks, including positive pay management, setting up wires/ACHs, and managing incoming ACH Control.
• Performs other duties as assigned

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit, use hands to finger, handle, and feel objects, tools, or controls, reach with hands and arms, talk and hear, and occasionally lift or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, and the ability to adjust focus.

TRAVEL

Travel is primarily local during the regular business day.  Overnight and out-of-area travel may also be required.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment.  It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran following applicable federal, state, and local laws.  EOE/M/F/D/V.

Note:  This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification.  This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.  Nothing contained in this position description restricts Westminster’s right to assign or reassign duties and responsibilities to this position at any time.