Lead, Accounts Payable & Procure to Pay (Administrative Analyst/Specialist), Accounts Payable Office
California State
University, San Bernardino Job No: 540528
Work type: Staff
Categories: Unit 9 - CSUEU -
Technical Support Services, Administrative, Probationary Job Summary: Under general direction, this position provides
advanced administrative direction to support the management of the Accounts Payable office for all State, Auxiliary, Travel and Disbursement
functions. The incumbent is responsible for directing accounts payable personnel in performance of accounts payable and related support
functions. The responsibilities of this position include, but are not limited to, leading, directing, and training the technicians in the
proper auditing and processing of vendor payments; ensuring the accuracy of payments by auditing the work activity of the technicians via
liability reports, check trial registers, claim schedule reports, various withholding reports, queries, etc. Acts as Accounts Payable
liaison to various internal campus individuals and external entities regarding Accounts Payable issues. Evaluates and interprets policies
and procedures, ensuring consistent and accurate application of policies and procedures by technicians. Anticipates and plans for changes
required to Accounts Payable business processes and the application of new and revised tax regulations. Analyze, generates, and submits
claim schedules and various tax reports; calculating and controlling the cash needs for payments; etc. Duties and
responsibilities All duties listed apply to all CSUSB business units, including state and auxiliary
operations. Accounts Payable Lead
- Utilize extensive and in- depth knowledge to provide lead work direction
to Accounting technicians and student assistants in processing and auditing payments and other Accounts Payable duties. Utilize substantial
judgment in the analysis, interpretation, integration, compilation, application, and presentation of complex data and information to develop
training materials and procedural documents, conduct training sessions for staff and campus customers, and identify and implement process
improvements to increase efficiencies.
Sponsored Programs Payables - Leadership and Coordination: Lead
staff overseeing grant payables, establishing agreements, and attending meetings; serve as key technical advisor with broad campus and
systemwide impact.
- Support and Resolution: Assist with complex invoicing concerns, resolve payment issues, and manage Corporate
Card reconciliation; influence strategic objectives and develop initiative-taking solutions.
Vendor/Campus Relationship
Management - Maintains high-level and diverse contacts within the university system, with outside entities and agencies,
including government agencies regarding Accounts Payable issues, and represent Accounts Payable in various campus and CSU meetings.
Policy and Procedure Administration - Policy Evaluation and Improvement: Evaluate and implement policy changes,
anticipate updates, and document procedures; develop policies and procedures using expertise and research.
- Training and
Development: Develop training materials, conduct sessions, and identify process improvements; ensure thorough documentation and
communication to achieve goals.
Systems, Uploads, and Reporting - Automation and Productivity: Identify
opportunities for automation and productivity improvements; manage system uploads and interfaces.
- System Management: Correct
journal posting errors and handle OnBase archival; effectively use information systems for analysis and reporting.
Payments, Pay Cycles - Schedule and Processing: Establish and process pay cycles, update the
check register, and coordinate financial aid check runs; ensure timely and accurate processing.
- Monitoring and Corrections: Monitor
payments, research rejects, and pull check cashing data; apply extensive project management knowledge.
Claim
Schedules - Invoice Processing: Analyze and process public works invoices, correct voucher entries, and ensure proper cash
transfer and claim submission; collaborate with Capital Planning and the State Controller's Office.
- Collaboration and
Troubleshooting: Resolve fund balance issues, respond to inquiries, and manage claim schedules; anticipate problems and assess impacts.
Wire Payments - Coordination and Validation: Coordinate wire payments, generate campus wires, and validate payee
banking information to prevent fraud; maintain audit compliance.
- Maintenance and Compliance: Maintain wire records and issue test
wires as needed; effectively communicate with external entities.
Corporate Card Payments - Data Extraction
and Management: Ensure timely payment data extraction from US Bank/Concur and manage paper based Pcard transactions to ensure prompt bank
payments; use analytical skills to formulate actions with broad impact.
Project Management and Ongoing
Maintenance: Special Initiatives Management - Provide lead work direction for complex projects such
as the ACH/EFT (Direct Deposit) campaign and procurement card usage initiatives. This role involves initiating, tracking, and ensuring the
successful execution of these initiatives within a complex organizational unit with broad campus and system-wide impact.
Procure to Pay (P2P) System Implementation - Lead and assist in the development, implementation, and ongoing
maintenance of the P2P system. This includes creating workflow rules, developing training documentation, conducting module testing, and
provide lead work direction for ongoing system enhancements. The position requires applying advanced theories, principles, and practices to
ensure compliance and functionality.
Concur Corporate Card Reconciliation Tool - Provide lead work
direction for development, implementation, and maintenance of the Concur Corporate Card Reconciliation tool, providing comprehensive
training and guidance to campus cardholders. This role demands substantial judgment in analyzing and integrating complex data and ensuring
compliance with policies and procedures.
Website Management and Content Compliance - Maintain and update
the Accounts Payable website, ensuring all content, forms, and procedures comply with internal policies and regulations. This includes
creating, editing, and removing content as necessary to meet the administrative goals and operational needs of the organization.
Travel Administration - Backup Concur Program Management - Serve as backup Lead and
Subject Matter Expert (SME) for University's Travel Services and related CSU/campus travel guidelines, demonstrating expertise in
organizational structures and systems.
- Independently provide a lead work direction to implement complex projects and business
solutions with broad scope, impacting both campus and systemwide levels.
- Use substantial judgment in the analysis, interpretation,
and integration of complex data to ensure compliance with CSU policies and campus procedures.
- Lead business innovation and process
improvement efforts, addressing problems from a broad interactive perspective using advanced research and analytical skills.
System Support, Program Assessment, and Reporting - Serve as a key technical advisor to executives and
management, providing expertise and functional leadership in managing travel and Corporate Card data.
- Utilize extensive knowledge
in project management and research methodologies to conduct monthly testing of expense reporting system updates.
- Effectively
communicate with high-level contacts inside and outside the CSU system to resolve financial system-related travel transaction issues and
recommend enhancements to existing controls.
Customer Service, Communication, and Training - Provide
expertise and functional leadership in coordinating all aspects of ongoing system maintenance and implementing best business practices for
expense reimbursement.
- Conduct periodic needs assessments and develop effective training programs and materials, ensuring
compliance with CSU policies and external program requirements.
- Effectively use all communication methods and formats to respond to
inquiries, provide necessary information for audits, and train business users on expense reporting system user interface.
CFS AP Module - Review/Maintenance/Testing Review and Maintenance of CFS AP Module - Perform monthly queries across all business units to ensure accurate posting of vouchers and journal lines in CFS AP module.
- Independently create custom queries to investigate issues and respond to inquiries promptly, exercising substantial judgment in data
analysis and interpretation.
- Analyze system errors to determine their cause (human or system error) and report findings as
necessary to relevant personnel, serving as a key technical advisor to executives and management.
Testing and Enhancement
Responsibilities - Independently provide lead work direction and implement testing of patches and updates for the Accounts
Payable module in CFS test regions before production installation, ensuring compliance with complex regulations and policies.
- Lead
system enhancements and workflow design, including add-ons like library systems, Procure to Pay (P2P), Corporate Card modules, and scanning,
drawing upon extensive knowledge in project management and analytical methodologies.
Collaboration and Strategic
Planning - Interface with strategic planning teams for procedural implementations, system upgrades/changes, and process
workflow enhancements, maintaining high-level contacts within the university system and with outside entities.
- Serve as the primary
point of contact for Audit & Compliance and IT groups to identify and report system issues, improvements, and enhancements, effectively
communicating with diverse contacts inside and outside of the CSU system.
Automation and Process Improvement - Independently identify opportunities to automate manual tasks and streamline processes to enhance productivity, leveraging expertise in
applicable information systems and applications.
- Collaborate with programmers to test and implement changes based on identified
enhancements and new reporting requirements, addressing problems from a broad interactive perspective using advanced research and analytical
skills.
Audit, Segregation of Function and Tax Compliance - Independently provide lead work direction and
implement controls and segregation of duties within the department, ensuring compliance with audit requirements.
- Serve as a key
technical advisor on tax compliance matters, providing expertise and guidance to executives and management.
- Maintain a strong
working relationship with auditors and ensure audit requests are satisfied.
Sales and Use Tax Analysis - Lead sales/use tax reporting in accordance with CDTFA guidelines, coordinating with the Tax Department and staying updated on changes in
tax law.
- Assign, monitor, and upload assessments of use tax on campus procurement card purchases, demonstrating expertise in
project management and analytical methodologies.
- Review and interpret Federal and State tax reporting updates, ensuring changes to
the laws and regulations are incorporated into Accounts Payable office procedures.
1099 Misc., 1099 Non-Employee
Compensation, and California 592-B Income Reporting - Process required tax reports and forms on the CFS system, ensuring
compliance with IRS and state tax regulations.
- Review and categorize payments for reporting purposes, providing guidance to campus
staff on tax compliance requirements.
- Facilitate IRS Notice CP-2100 & CP-2100A requirements and ensure compliance with reporting
standards.
Month-End/Year-End Closing: - Develop a pre-planned calendar to set internal deadlines and guide
technicians' responsibilities, demonstrating leadership in complex program management.
- Conduct meetings with campus departments to
coordinate year-end closing, establish submission deadlines, and emphasize the importance of timely invoice processing, exercising
considerable influence over strategic objectives.
- Notify departments, including Receiving, Purchasing, Capital Planning, Payroll,
Student Financial Services, and Library, of deadlines, ensuring broad campus impact.
- Analyze open service orders, coordinate
accruals with relevant departments, and verify payment statuses for open construction projects, addressing complex programmatic issues.
- Manage direct expense accrual journal entries and prepare year-end journals, demonstrating expertise in financial reconciliation and
policy interpretation.
- Monitor Accounts Payable processes, ensuring timely review, posting of transactions, and reconciliation of
balance sheet accounts, serving as a key technical advisor to executives.
- Continuously improve accounting close processes for
efficiency and effectiveness, integrating advanced research and analytical skills.
- Generate and analyze CFS AP month-end/year-end
queries to ensure accurate posting of vouchers and journal lines, using substantial judgment in data interpretation and application.
Other Duties - Travel and/or attend training courses as required.
- Function as the department Corporate
Card Cardholder; make purchases for the department such as check stock, supplies, etc.
- Act in the capacity of the Accounts Payable
Director when absent.
- Other classification related duties as assigned
Minimum
Qualifications: Bachelor's degree and/or the equivalent training and administrative work experience involving study,
analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS
five to six years of related experience.
Required Qualifications: - Extensive and in-depth knowledge of and
ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program,
and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations
are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area.
Incumbents at this level often may have certification in a specialty area.
- Substantial and broad knowledge of public and private
entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical
external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed
solutions on various organizational areas.
- Extensive and in-depth knowledge in project management including research and analytical
methodologies. Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad
and far reaching impact.
- Ability to understand and analyze complex problems from a future-oriented and broad interactive
perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
- Ability to effectively
use applicable information systems and applications in analysis, research, and reporting activities and projects.
- Ability to
effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system.
- Ability to
effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus
to achieve short- and long-term goals and objectives.
Preferred Qualifications: - Knowledge of generally
accepted accounting principles; knowledge of manuals, regulations, laws and procedures that apply to processing all Accounts Payable
documents/transactions.
- General business office skills and knowledge of computer software programs, such:
- Peoplesoft
Financials
- Imaging software and processes, and integrated ERP systems
- Knowledge of personal computer and software
applications such as Microsoft Excel, Word, and PowerPoint
- Excellent written and verbal communication skills with
experience in authoring desktop procedure documents
- Prior experience in a fast-paced, high-volume environment. Possess an inherent
sense of urgency. Can handle daily unforeseen challenges in a large, complex A/P department
- Demonstrated leadership ability,
effective communication skills, and team experience. Ability to embrace change, re-prioritize workload on demand and still produce
high-quality output
- Must be able to multi-task and work with a variety of people always providing excellent customer service.
Strong customer service skills and service-centric oriented. Team player with excellent interpersonal skills, strong work ethic and positive
attitude. Ability to nurture, train, lead and motivate others
- Strong organizational and analytical skills; excellent attention to
detail and follow through. Ability to troubleshoot by making sound decisions within defined parameters
- Ability to accept and give
feedback in the spirit of open communication with the goal of enhanced performance
- Has a strong understanding of tax reporting and
withholding issues, such as 592B, 1099M and 1042S reporting types
Compensation and Benefits: Anticipated
Hiring Range: $7,083 - $7,500 per month Classification Salary Range: $6,638 - $12,899 per month The salary offered will take
into account internal equity and experience among other factors. The CSU system provides a comprehensive benefit package that
includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation
time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit
information can be found here .
Position Information: Full-time Non-Exempt Probationary
Academic
year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.
Summer schedule: Monday
through Thursday (7:00 am - 5:30 pm), some evenings/weekends. The application deadline is: June 27, 2024 As of January 1,
2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of
California. California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B
Visas).
Conditions of Employment Background Check Satisfactory completion of a
background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may
be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or
falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee
who was conditionally offered the position.
Mandated Reporter The person holding this position is considered
a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth
in CSU Executive Order 1083 as a condition of employment.
I-9 CSUSB hires only individuals lawfully
authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and
eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9
Acceptable Documents at =
I-9 CSUSB hires only
individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify
identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See
Form I-9 Acceptable Documents at .uscis.gov/i-9-central/form-i-9-acceptable-documents .
Statement of Commitment to Diversity In our
commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus
climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds,
and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will
create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop
and communicate policies and promote values that discourage intolerance and discrimination. California State University, San
Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions
without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression,
sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran
status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual
Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence
Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information
about Diversity & Inclusion at CSUSB, please visit
Closing
Statement: Reasonable Accommodation We provide reasonable accommodations to applicants and employees
with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring
process should contact CSUSB Benefits at .
Smoking CSUSB is a smoke and tobacco-free campus. See policy at icystat.com/policy/6591951/latest/ .
Clery Act In compliance with state and federal crime awareness and
campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education
Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is
available at:
To view full description and to apply, visit: jeid-b574b53e5abcd043b00a47543d4cbcea