DetailsOpen Date 11/27/2024Requisition Number PRN40449BJob Title Manager, AdministrationWorking Title Accounts Payable ManagerJob Grade FFLSA Code AdministrativePatient Sensitive Job Code? NoStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryM-F, 8am-5pm, hybrid work. In support of mission-critical payment processes and operations, work outside of these hours may be required.This position has the ability to telework remotely for a portion of each week. An employee hired into this role will be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and agree to the terms of the University of Utah campus Telecommuting Agreement while working remotely.VP Area PresidentDepartment 00350 - Payables ProductionLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $92,000Close Date 02/27/2025Priority Review DateJob SummaryAccounts Payable ensures that the financial obligations for the entire University of Utah are promptly satisfied, utilizing a variety of payment methods, with an associated annual volume exceeding $4.3B. These processes are mission critical to the university and must always be available and fully operational. The Accounts Payable Manager is responsible for ensuring that happens, being responsible for all AP operations, processes, and staff. Responsibilities also include ensuring compliance with any applicable state and federal laws for all payments issued. The Manager will monitor all business processes to ensure smooth operation and resolution of any failures in a timely manner. Responsible for AP fiscal year end close processes, and preparing reports used by external auditors, as well as working with both internal and external auditors as needed. Responsible for reconciliation of high volume ghost card transactions, virtual payments, and other automated payment processes. Additional responsibilities include managing banking processes with our banking partner and quickly addressing any discovered issues. Also responsible for time-sensitive wire transfer payments which often ensure any associated legal or contractual payment requirements are satisfied. The Manager will collaborate with a variety of constituencies on campus, ensuring questions or issues are addressed promptly, always providing timely and excellent customer service.Responsibilities
Responsible for all Accounts Payable processes and operations and all staff.
Manage critical daily payment processes and check production for the university
Manage all bank processes, ensuring all identified issues are promptly addressed.
Ensuring successful operation of all processes, including integrations between upstream systems and PeopleSoft voucher and payment processes, including for the University Hospital.
Manage all daily wire transfer payments, ensuring compliance with any associated required payment deadlines.
Ensuring compliance with IRS 1099 reporting and compliance, and ensuring all required deadlines are met, and respond to inquiries from 1099 recipients.
Ensuring compliance with all fiscal year-end closing requirements, including AP liability reporting requirements.
Promptly responding to and evaluating any suspicious activity or reported apparent fraud and escalating as necessary. Consistently evaluating business processes for risk and identifying and implementing improvements to mitigate risk as necessary.
Maintaining open lines of communication with all campus departments to ensure that needs are being met and any questions or issues are promptly addressed. Provide guidance to departments on payment processes, or best practices.
Respond to vendor payment inquiries and resolve as needed, and work to ensure positive vendor relations are maintained.
Manage all staff, including hiring, payroll, performance evaluations, and any disciplinary actions which may be required.
Oversee monthly post-audit processes for both central and satellite AP offices.
Monthly reconciliation of high volume Amazon and virtual card payments, booking of expenses via journals or department deposits.
Identify opportunities to improve business processes, increase ACH utilization, facilitate outsourcing of physical check production, develop and monitor KPI’s.
Implement reporting and KPI’s in order to monitor invoice processing volumes and queues, and monitor revenue and expenses.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.Minimum QualificationsBachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department.Completion of provided supervisory training within one year of employment may be required.Master’s degree in a related area may be preferred.Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.PreferencesExperience managing large-scale Accounts Payable operations and payment processes. Experience with PeopleSoft payment processes. Experience ensuring IRS 1099 tax reporting and compliance. Experience performing monthly accounting reconciliations. Experience implementing and monitoring business-critical KPI’s and addressing any processing issues. Experience implementing process improvements. Strong commitment to providing excellent customer service, excellent written and verbal communication skills. Demonstrated ability to manage multiple complex projects concurrently. Experience manipulating large data sets, advanced Excel skills. High attention to detail. Experience successfully managing large teams and ensuring excellent customer service is consistently provided.Type Benefited StaffSpecial Instructions SummaryAdditional InformationThe University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.This position may require the successful completion of a criminal background check and/or drug screen.The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/Online reports may be submitted at oeo.utah.eduhttps://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
