Accounts Payable Manager

Monmouth University Main Campus
400 Cedar Ave
West Long Branch, NJ 07764, USA

The Accounts Payable Manager provides both leadership and hands‑on management for the Accounts Payable function and is responsible for ensuring the accurate, timely, and compliant disbursement of University funds while guiding the department through a significant transformation from paper‑based processes to automated, technology‑driven workflows.

The incumbent will work closely with key administrative and financial functions to evaluate and implement new systems for invoice imaging, electronic approvals, and payment automation. This position requires a leader who can maintain operational excellence under the current manual processes while simultaneously preparing the department for future automation and system integration.

This is an in‑person, on‑campus, non‑remote position

Operational Management (Current State)

• Lead, supervise, and develop the Accounts Payable team, including hiring, training, and performance management.
• Oversee daily AP processing to ensure invoices, reimbursements, and payments are completed accurately, approved properly, and issued on time.
• Review expense submissions, identify prepaid items, and ensure proper accounting treatment.
• Manage weekly check runs, payment approvals, voucher registers, and related journal entries.
• Maintain document imaging, record retention, and audit‑ready files for all AP activity.
• Provide W‑9s, tax‑exempt forms, and support departments in resolving complex vendor issues.
• Ensure adherence to internal controls, audit standards, and University disbursement policies.

Process Improvement and Automation (Future State)

• Partner across key administrative and financial functions to review, evaluate, and recommend automated solutions for invoice scanning, electronic workflow approvals, and payment disbursements.
• Participate in planning and implementation of future AP automation projects, ensuring smooth transition from manual to digital processes.
• Assist in defining requirements, mapping current and future workflows, and establishing procedures for electronic document management and approvals.
• Develop and document new standard operating procedures (SOPs) to reflect process improvements and automation.
• Serve as a departmental lead for testing, training, and change management during system implementation phases.

Collaboration and Compliance

• Partner with Purchasing on vendor onboarding, tax classification, and setup standards.
• Maintain strong working knowledge of IRS reporting requirements, including W‑9/W‑8
  
  BEN collection and 1099 compliance.
• Collaborate with the Controller’s Office to ensure accurate financial recording and timely month‑end and year‑end closings.
• Serve as the primary liaison with campus departments regarding payment status, disbursement policies, and AP procedures.
• Assist with audits (internal and external) by providing required supporting documentation as needed.

Leadership and Team Development

• Supervise and mentor the Accounts Payable team, fostering an environment of accountability, collaboration, and service excellence.
• Promote cross‑training of subordinates to ensure continuity of operations.
• Identify opportunities to streamline workflows and strengthen internal controls.
• Communicate effectively with university departments to enhance understanding of Accounts Payable procedures and upcoming system changes.
• Support training efforts for departments and new employees on AP procedures and system changes.

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• 4 years of professional experience in accounts payable, including at least 2 years in a supervisory or managerial capacity.
• Experience in analysis of accounts payable practices, policies, and operations; including making recommendations.
• Strong understanding of accounting principles, internal controls, and GAAP.
• Experience with ERP financial systems and AP automation platforms and workflows.
• Ability to manage both operational tasks and strategic process improvements.
• Knowledge of IRS vendor reporting requirements, including W‑9/W‑8
  
  BEN and 1099…