Professional Area: Employment Category: Fulltime Staff Job Function:Wage Band: 119A
Department/College Description Finance and Administration
Payroll & Accounts Payable Services
Detailed Job Description General Summary: Provide day-to-day direction of high volume accounts payable operation (see table below) to ensure timely, accurate and efficient payment of invoices, graduate research assistant stipends, non-employee travel expense reports, and student refunds. Must have an in-depth understanding of the university's procure-to-pay process including relationships with key suppliers and related systems and be able to act quickly to resolve issues related to payments. Deliver excellent quality service to students, faculty and staff, and external customers.
Supervise six (6) AP Specialists; provide day-to-day direction to ensure that all payments to suppliers, non-employee reimbursements, student refunds and stipend payments to graduate research assistants and participants are processed timely, efficiently, accurately and in compliance federal regulations when applicable. Inputs include purchase order invoices, invoice payment forms, GRA payment requests, and external supplier and internal invoice loaders. Payment types include check, ACH, wires and direct debit. Monitor payment backlog and invoices on hold and reallocate resources when required to meet deadlines. Work with the staff to identify and resolve issues as they occur.
Perform a full range of miscellaneous payables responsibilities including: 1) for all legal entities, print and process payment runs for suppliers, students and employees, including electronic and checks. Print off-cycle payroll checks as needed; 2) process void check files for transmission to the bank; 3) record transactions paid via wire transfer monthly prior to the month-end close; 4) maintain all logs and archive applicable reports relevant to payment runs; 5) review reports prior to scheduled supplier payment runs for invoices on hold and work with AP Specialists to resolve; 6) process prepayments when required by the supplier and clear the balance sheet account when the goods/services have been received, ensuring that the payment is applied correctly to the purchase order; and, 7) oversee payables abandoned property process. Take appropriate action to resolve issues as they are identified.
Ensure that expenditures, including prepayments to suppliers, are recorded accurately, timely and in compliance with Federal regulations when applicable. Monitor payment backlog and invoices on hold and reallocate resources when required to meet deadlines. Work with the staff to identify and resolve issues as they occur.
Oversee the monthly and year-end payables close process ensuring that payables information is complete and accurately recorded in the general ledger. Prepare accrual entries ensuring that expenses and capital items are recorded in the correct fiscal year.
Maintain the accounts payable process and procedure manual, develop documentation for new payables processes and ensure that the AP staff are well-trained in all applicable processes and procedures. Lead the annual Management Self-Assessment (MSA) process for payables designed to test the payables internal control environment. Develop annual testing plan and complete the annual certification and disclosure process. Ensure that action is taken to resolve issues identified during the testing process including implementation of process changes.
Oversee process for ensuring accuracy of taxable payments made to suppliers including regular review of information necessary to produce IRS Form 1099 tax reporting. Produce annual Form 1099s timely and accurately.
Develop, track and disseminate payables productivity metrics including daily invoices processed by AP Specialists, error rates, invoices on hold, invoices processed per Specialist, etc. Address productivity with the staff issues as they occur and take steps to remove barriers to improving performance. Actively participate on the procure-to-pay team focusing on enhancing the effectiveness and efficiency of the payables operation.
Complete special projects as assigned by management.
Participate in a minimum of 40 hours of training/professional development annually. Training must be applicable to the employee's role current within the Controller's Division with the intent of enhancing overall knowledge as well as the specific skills, whether functional or technical, required to perform successfully in the position.
Required Minimum Qualifications
Requirements: BS in Accounting or Business Administration; MBA and/or CPA preferred OR equivalent combination of education and applicable experience required. Six to seven years related accounts payable and accounting experience in a customer focused environment required. Must possess a solid understanding of generally accepted accounting principles including prepaid transactions and accruals as well as IRS tax regulations. A full understanding of the procure-to-pay process including supplier relationships, impact of the payables operation on the universitys working capital, industry best practices and technology driven processes is required. Prior supervisory experience required, with preference given to those individuals who have worked in a high volume, work-team based setting. Knowledge of the Oracle Financial applications preferred, with PC based computer skills, with proficiency in Microsoft Office including Word and Excel required.
Skills: Must be highly organized with excellent time management skills and be able to work in a fast paced environment. Must be able to manage multiple priorities, work independently, and analyze and interpret information, including payables key performance indicators, to make sound business decisions. Must possess strong written and verbal communication skills and exercise professional judgment in carrying-out assigned responsibilities required. Must be able to engage in crucial conversations with employees. The Manager is a role model for delivering quality service.
Required Application Documents Cover Letter, Curriculum Vitae or Resume
How to Apply In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff. Click the link for search openings and in the keyword search field, enter the title of the position or the BR number. The direct link to this posting can be found here: https://sjobs.brassring.com/
Additional Details The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, and you wish to discuss potential accommodations related to your application for employment at RIT, please contact the Human Resources office at 585-475-2424 or email your request to Careers@rit.edu.
Rochester Institute of Technology, the 10th largest private university in the U.S., is among the worlds leading technological universities. Its 18,000 undergraduate and graduate students from all 50 states and more than 100 countries are enrolled in over 200 academic programs, including 7 interdisciplinary Ph.D. programs. A pioneer in experiential education, RIT was the first to offer undergraduate degree programs in biotechnology, information technology, software engineering, and microelectronic engineering. As home to the National Technical Institute for the Deaf, the university offers unparalleled academic opportunities and services for the deaf and hard-of-hearing. Founded in 1829, RIT has 115,000 alumni throughout the United States and around the world. RIT has been named by the Chronicle of Higher Education as one of the Great Colleges to Work For. RIT is a National Science Foundation ADVANCE Institutional Transformation site, and is responsive to the needs of dual-career couples through the Upstate NY Higher Education Recruitment Consortium. For more information, visit www.rit.edu/overview/rankings-and-recognition and www.rit.edu.
As a member of the RIT community employees receive a well-balanced benefits package that offers a variety of choices and access to additional employment advantages. These benefits, combined with an employees pay, provide a total compensation package that can be tailored to meet your needs. More on RITs Benefits, Health & Wellness program can be found at: https://www.rit.edu/fa/humanresources/content/benefits-health-and-wellness
RIT does not discriminate. RIT is an equal opportunity employer that promotes and values diversity, pluralism, and inclusion. For more information or inquiries, please visit RIT/TitleIX or the U.S. Department of Education at ED.Gov
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THE UNIVERSITY AND ROCHESTER COMMUNITY:RIT is a national leader in professional and career-oriented education. Talented, ambitious, and creative students of all cultures and backgrounds from all 50 states and more than 100 countries have chosen to attend RIT. Founded in 1829, Rochester Institute of Technology is a privately endowed, coeducational university with nine colleges emphasizing career education and experiential learning. With approximately 15,000 undergraduates and 2,900 graduate students, RIT is one of the largest private universities in the nation. RIT offers a rich array of degree programs in engineering, science, business, and the arts, and is home to the National Technical Institute for the Deaf. RIT has been honored by The Chronicle of Higher Education as one of the “Great Colleges to Work For” for four years. RIT is responsive to the needs of dual-career couples by our membership in the Upstate NY HERC.Rochester, situated between Lake Ontario and the Finger Lakes region, is the 79th largest city in the United States and the third largest metropolitan area in New York State. The Greater Rochester region, which is home to over one million people, is rich in cultural ...and ethnic diversity, with a population comprised of approximately 16% African and Latin Americans and another 7% of international origin. It is also home to the largest deaf community per capita in the U.S. Rochester ranks 3rd among the best metropolitan regions for “raising a family" by Forbes Magazine; 6th among 379 metropolitan areas as “Best Places to Live in America” by Places Rated Almanac; 1st in Expansion Management Magazine’s ranking of metropolitan areas having the best “quality of life in the nation”; and is among Essence Magazine’s “Top 10 Cities for Black Families.”