COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

                                                  JOB DESCRIPTION

 

 

TITLE:                             Accounts Payable Supervisor         

 

DIVISION:                                  Administrative Services             

 

DEPARTMENT:                Business Services       

 

SECURITY SENSITIVE:    Yes                                 

 

JOB TITLE CODE:            0275                              

 

 

FLSA STATUS:                Non-exempt

 

FUNCTION:                      Ensure all District payments are made to vendors and all general ledger entries are processed accurately and in a timely manner.  Supervise the accounts payable functions. 

       

REPORTS TO:                 Director of Accounting & Financial Reporting

 

SUPERVISES:                  Full-time Accounts Payable Assistants

 

MAJOR RESPONSIBILITIES

 

Essential Job Functions:

 

1)    Review and approve all District checks processed for payment other than payroll.  Ensure all checks written are approved by the authorized personnel, coded accurately, paid to the proper payee with the correct amount and with the right documentation as required and then distributed as directed.    Ensure data entered in the general ledger is processed correctly and in a timely manner.

 

2)    Supervise, interview, train and evaluate Accounts Payable staff ensuring accuracy and timeliness of staff functions and workloads.  Adjust workload and job duties as needed to complete the required A/P functions.

 

3)    Oversee implementation of all accounting policies and procedures relating to accounts payable and general ledger data input maintaining compliance with local, state and federal regulations with respect to independent contractors, employee travel, and timely payment processing to vendors and their impact on the District.  Responsible for developing and maintaining current and accurate documentation for all accounts payable procedures.

 

4)    Maintain the integrity of all FRS system files.  Coordinate the timing of all check runs, SIS feeds, G/L feeds, purges, month-end and year-end processes and reports with Computer services and any other departments directly affected.  Design reports that will enable District staff to work more effectively.  Work closely with the District’s programmers implementing new reports.  Assist with updates or improvements to the FRS system and any new system implementation, design and installation, including upgrades and changes to the FRS system. 

 

5)    Reconcile all accounts payable accounts on a monthly basis.  Review reconciliation of accruals, building fund accounts and retainage, prepaid expenses, utility use, tuition reimbursements, faculty excellence, and other accounts as required.  Review pending items and follow-up as needed with supervisors regarding invoices, prepays, and travel suspense to ensure timeliness of processing.

 

6)    Coordinate with Purchasing, Accountants, Bursar, Payroll and other departments, input of purchase orders, G/L input, check requests, travel documentation, SIS feeds, timely printing of checks, G/L uploads, outstanding checks and any corrections to the G/L or subledgers as needed. 

 

7)    Ensure all vendor statements are reviewed and any discrepancies resolved as necessary including review of newspapers, temporary services, prepay invoices, travel suspense items, etc., contacting vendors or departments as needed.

 

8)    Prepare the Board of Trustees disbursement reports with summaries and expenditures by type, with fund totals and current fiscal year totals.  Verify that disbursements are charged to correct object code and make corrections/adjustments as required.  Verify compliance with District policies and procedures.  Review all reports and spreadsheets including the daily system reports via e-print, the open commitment report to the purchase order file, listing of checks processed, check and printer logs, trial balance report, annual leases, void, stop pay and manual check requests, approvals and logs.

 

9)    Prepare assigned year-end audit work papers and provide assistance to the auditors as needed.  Develop and implement audit procedures within Accounts payable to maintain internal controls.

 

10) Provide A/P training to District staff through workshops and training new employees as requested by supervisory staff.  Respond to district personnel concerning questions relating to invoice and purchase order status, travel documentation, procedures, budget, corrections to G/L, AP training, check processing and distribution, purchasing, account status and vendor problems or any other related questions.

 

11) Preparation of year-end tax requirements identifying, recording and reporting 1099 taxes to independent contractors and Federal and State government in compliance with tax laws. 

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills and Abilities:

 

Knowledge of local, state, and federal regulations with respect to processing payments to vendors.

 

Knowledge of reconciliation procedures with the ability to reconcile accounts.

 

Knowledge of problem-solving techniques for identifying problems, researching and determining the most appropriate course of action for their resolution.

 

Knowledge of effective customer service techniques with the ability to present one's self and the college in a positive and professional manner.

 

Knowledge of time management techniques with the ability to organize, schedule, assign, delegate, coordinate, and monitor the work to accomplish the most possible in the time available.

 

Knowledge of microcomputers and basic word processing, software and data manipulation (spreadsheet) applications.

 

Interpersonal skills for effective interaction with various levels within the college and the general public.

 

Oral and written communication skills to support effective interaction with various levels of the district, faculty, staff, and other outside parties.

 

Skill in proofreading materials to ensure accuracy.

 

Skill to effectively plan work activities, schedules, priorities and utilization of resources.

 

Skill to research information, identify relevant facts and derive logical conclusions.

 

Skills to supervise the preparation of check requests for vendor payment.

 

Ability to work effectively without undue instruction and supervision.

 

Ability to meet deadlines for assigned reports and projects.

 

Ability to deal in a fair and courteous manner with a variety of individuals.

 

Ability to work independently and make independent judgments.

 

Ability to work with constant/extreme noise or interruptions.

 

Ability to maintain restraint and keep calm when faced with emotional or irate individuals.

 

Ability to follow an activity through to implementation.

 

Ability to bend, stoop or sit.

 

Ability to use a calculator and computer.

 

Ability to push, pull or drag file carts of up to 40 pounds.

 

Ability to lift files.

 

Ability to perform all the essential functions of this position.

 

Ability to supervise the accuracy of all data entered to the Financial Records System (FRS).

 

Ability to prepare and/or reconcile accounts on a monthly basis.

 

Education and Experience

 

Education:    Associate's degree from a regionally accredited institution in Accounting or Business Administration or a directly related field. 

 

 

Experience:   Three years of Accounts Payable experience (preferably in a college and/or university) which includes experience in supervising accounts payable functions, or related experience and a minimum of one year supervisory experience. Advanced knowledge of computer applications and federal regulations pertaining to independent contractors.  Must be able to use computer technology to maintain records, generate reports, and communicate with others. Excellent interpersonal, oral and written skills to effectively communicate with students, staff, faculty, vendors and the general public in a courteous and professional manner.

 

                                                               OR

 

Any equivalent combination of training and experience.

 

 

Licenses/Certificates:

 

N/A

 

NOTE:  This job description is not an employment agreement or contract.  The President and/or designee has the exclusive right to alter this job description at any time without notice. 

 

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure. 

 

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner.  Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.  

 

Employees must abide by all laws, college policies and guidelines.

 

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.