Accounts Payable Manager

The Business Office is responsible for providing financial and accounting services. The Accounts Payable Manager provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by receiving, processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely, and accurate.

Business Office Specialist

Standard work week. Evening and weekend work may be required.

• Bachelor’s degree (B.S. or equivalent) from a four-year college
• Minimum of 2 years of experience in office accounting, preferably specific to Accounts Payable.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before vendors or employees of the organization.
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, etc.
• Ability to solve practical problems and deal with various concrete variables in situations with limited standardization.
• Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.
• Ability to use computerized accounts payable and payroll systems, strong data entry, typing, and 10-key calculator skills, and ability to use Microsoft Office.
• Experience with Net Suite software is a plus.
• Interpersonal skills such that communication with budget holders, other employees and vendors is handled effectively and diplomatically.
• Strong organizational and time management skills.

• Supervises and acts as a backup for Accounts Payable processing.
• Reviews transactions for proper general ledger coding of expenses and appropriate supporting documentation for AP transactions and approves payment. Compliance with Westminster Accounting policies, including Travel and Expense requirements, should be incorporated during review.
• Performs monthly P-Card administration and compliance, including ensuring that all charges are coded and substantiated with supporting documents, that appropriate departmental/divisional managers approve all charges, that approval routes are reviewed and updated on a timely basis, and that active cards are registered to current employees of Westminster.
• Performs monthly/quarterly detailed audits of P-Card transactions, including general ledger coding and appropriate supporting documentation. This audit will include transactions across various departments above certain dollar thresholds.
• Performs high-level review of P-Card transactions for proper coding during the month-end file upload process into the General Ledger.
• Prepares monthly reconciliation between the Accounts Payable sub-ledger and General Ledger.
• Acts as liaison to Parent organizations and reviews their disbursement requests.
• Reviews, approves, and records school-side petty cash activity.
• Works with the Assistant Controller to provide payable-related schedules and reports for the monthly General Ledger closing, e.g., the purchasing card detail download.
• Prepares and provides all necessary schedules and documentation for Accounts Payable related to the annual financial audit.
• Researches and resolves any outstanding balances.
• Enters new or updated vendor names and data in the Accounts Payable sub-ledger.
• Acts as liaison to all payables vendors, including verbal and written communication.
• Completes credit applications as requested by vendors to establish a credit limit.
• Posts Account Payable sub-ledger transactions to the General Ledger.
• Handles journal entries for incorrectly charged items, credits, and expense recovery.
• Following GAAP, records all Fixed Asset Transactions (additions, disposals, and depreciation). Prepares Fixed Asset roll-forward and year-end schedules. Assists with any fixed asset-related projects, as needed.
• Assists with preparing internal control assessments and process documentation; proposes changes to remedy deficiencies.
• Serves as back-up to AR functions, as needed.
• Assists with preparing annual audit schedules for the financial statement audit.
• Prepares assigned balance sheet reconciliations.
• Assists Business Office management as necessary on special…