Job Details

Accounts Payable Manager
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Position Number: 4528253
Location: Bend, OR
Position Type: Business - Accounting

Position Title
Accounts Payable Manager

Classification Title
Administrator

Grade Level
24

Starting Wage/Salary
$59,656 - $65,000 plus exceptional benefits

Revision Date
08/01/2023

Position Type/Employee Class
Administrative

FTE
1.0

Contract Months
12

Overtime Eligible
Exempt

Location
Bend

Hybrid Remote Work Eligible?
Yes but no COCC position is fully remote. Hybrid/Remote possibilities to be determined by the supervisor/department and discussed during interview process.

Exceptional COCC Benefits Summary
CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose

The Accounts Payable Manager is responsible for managing all activities related to institutional accounts payable. Monitor expense control for compliance to College policy and external regulations. Supervise the Accounting Assistant position and provide assistance to staff through communication and education in the execution of various purchasing and travel activities. In support of these processes, responsible for managing highly automated and complex computer systems. Manage accounts payable payments to best utilize College resources.

Essential Duties and Responsibilities

Accounts Payable Operations:
Responsible for accurate and timely processing of over $40 million in accounts payable transactions per year. Issue checks weekly, uploading files to bank for positive pay. Stop payment on Accounts Payable checks, as needed.
Reconcile accounts payable checks that clear bank to Banner; involves complex multi-step file transfer protocol and use of scripts to upload files and reconcile.
Create, modify and maintain Accounts Payable policies and procedures that are in compliance with state regulations, improve accounting controls, improve efficiency for all users, and are available to College faculty and staff.

Training and Supervision:
Supervise Accounting Assistant position, including hiring, training, evaluation, and discipline.
Train all new COCC employees on purchase orders, various accounting forms, banner screens for accounts payable research, and college purchasing policies.

Vendor and Purchasing Operations:
Responsible to maintain vendor master file and to review of all vendor transactions for accuracy, appropriate documentation and compliance with College policies, IRS Regulations and Oregon Revised Statutes.
Create purchase orders and audit to verify support documents follow College purchasing rules. Assist COCC staff members in the management of their department purchase orders.
Responsible for capitalizing equipment purchases that meet fixed asset threshold.

Additional Fiscal Operations:
Process staff travel reimbursements, audit to ensure compliance with College policy, and process and maintain travel advance revolving fund.
Process procurement card statements; audit for compliance with College policy.
Process twice-weekly student refunds, upload refund file to third party for payment. Monitor third party website for stale dated checks.
Responsible for annual Unclaimed Property reporting ensuring accuracy; upload file to the state.
Maintain fixed asset files and depreciation schedules.
Oversee tax-related processes, including 1099 tax information. Responsible for reporting a complete and accurate record of payments to the IRS on an annual basis.
Perform other duties and projects as they pertain to the overall objective of the position.

Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

Possess a thorough understanding of accounting controls and procedures.
Ability to work with a complex accounting system, which necessitates a high degree of user-decision making.
Ability to determine if accounts payable documents comply with College Policy, IRS regulations and State statutes.
Ability to verify that all payments are in compliance with proper budgetary and expense documentation rules.
Ability to effectively communication and work with vendors, staff, bank and auditors.
Ability to review the appropriateness of documentation; i.e., no receipt, not following College procedure, and contact staff or vendor to obtain necessary and proper documentation.
Ability to review independent contractor agreements ensuring that agreement adheres to Internal Revenue Service guidelines.
Ability to handle large volume of work and prioritize work flow.
Ability to use 10-key, keyboard, copier, personal computer, and software such as Banner, Microsoft Word and Excel. Position requires the use of multiple communication tools i.e., electronic mail, College-wide conferencing, and Internet.
Ability to manage the functionality of Accounts Payable/Purchasing software to conduct business.
Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Ability to work collaboratively with a team to design or redesign accounts payable policies and procedures to improve efficiencies and accounting controls.
Ability to demonstrate essential job functions outlined above.

Ergonomic Requirements

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

Education:
Bachelor's degree Accounting, Business, or related field.

Experience:
Three years' experience in a sophisticated purchasing and accounts payable environment in a medium to large organization.
One-year supervisory experience.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

Preferred Qualifications

Experience:
Experience working in a higher education setting.
Experience with Banner or similar ERP.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Required Documents
1. Resume/Vitae
2. Cover Letter
3. College Transcript 1 (unofficial)

Optional Documents
1. Letter of Recommendation 1
2. US Military DD 214

To apply: https://jobs.cocc.edu/postings/9290