Accounts Payable Supervisor Job at University of Hawaii Foundation
POSITION INFORMATION
Department: Fiscal Services
Full-Time, Exempt Status
GENERAL DESCRIPTION
Under the direction of the Controller, this position will oversee day-to-day activities of the accounts payable team, ensure compliance with applicable vendor tax reporting, and review expenditures for adherence to the organization’s fiscal policies and procedures.
REPORTS TO
Controller
SUPERVISES
Accounts Payable Associates, Senior Accounts Payable Associate, Student Assistant(s)
KEY RESPONSIBILITIES
Oversee the accounts payable and purchase order processes, including verification of available funds, proper approvals, proper business purpose, appropriate backups.- Ensure disbursements and purchase orders are processed in a timely manner and in accordance with established Foundation policy and procedures.
- Manage and respond to inquiries and issues with vendors and department personnel.
- Train and supervise Accounts Payable team and student assistants; approve timecards, prepare annual performance evaluations and goals; monitor schedules to maintain adequate coverage in the department.
- Ensure proper recordkeeping of purchases for use in tax preparation and periodic audits. Forms may include IRS Form 1099 & 1042S and withholding payments
- Reconciles accounts payable total and general ledger with other applicable records (e.g., subsidiary vendor ledger)
- Serve as backup for the Office of Research Services (ORS) agreements process.
- Responsible for reporting capital equipment purchases to UH.
- Develop, implement, and maintain systems, procedures and policies, including accounts payable functions, to ensure adherence to company guidelines.
- Manage monthly closing of accounts payable and posting of month end information; ensure accuracy of financial statements.
- Provide accounts payable assistance to account administrators and UHF operations staff; respond to financial questions/concerns to meet business needs.
- Acts as a liaison between the Foundation, University administrators, vendors, and auditors to ensure relevant information is maintained for historical purposes.
- Responsible for uploading and monitoring positive pay notifications from the bank and resolving issues in a timely manner, monitoring the accuracy of data migration between Concur, the GL system, and the bank.
- Responsible for creating and implementing changes as needed to improve efficiency and accuracy of the AP process.
- Conduct Fast Track and other onboarding training as needed and as it relates to AP.
- Perform other related duties as assigned.
EVALUATION
The Accounts Payable Supervisor will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Accounts Payable Supervisor and his/her supervisor will review progress toward the annual goals.
QUALIFICATIONS
Minimum of 3-5 years of accounts payable work experience, knowledge of accounts payable and general ledger concepts required.- Leadership and/or supervisory experience preferred.
- Experience with Form 1099 processing preferred.
- Must be dependable, highly organized, detail-oriented, self-motivated and have good interpersonal skills.
- Must be multi-task oriented and have experience working in a fast-paced environment.
- Must be proficient in MS Office programs, namely Word and Excel.
- Ability to communicate clearly and effectively both orally and in writing with people of different levels within and outside the organization.
- Must be results-oriented, quality-driven and team oriented.
- Must reflect and represent the organization’s values which are teamwork, accountability, service, trust, integrity, and excellence.
WORKING CONDITIONS
The Accounts Payable Supervisor will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. Based at 1314 South King Street, Suite B, Honolulu, HI 96814, this position will involve travel, mostly by auto, but occasionally by other modes of transportation. The Accounts Payable Supervisor must have a valid driver’s license and an acceptable driving record. The employee may need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week. Must be able and willing to travel interisland.
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