Accounts Payable Supervisor
JOB TITLE: Accounts Payable Supervisor
DEPARTMENT: Financial Services
REPORTS TO: Assistant Vice President & Controller
This position is responsible for University-wide processing of all Accounts Payable requests and for managing required accounting and mandatory tax information, thereby ensuring timely, complete and accurate payment processing and 1099-MISC reporting to the IRS. The position is also responsible for processing all tuition refunds and all University Purchase Order requisitions and for all follow-up regarding missing checks, vendor pricing and billing discrepancies. Additionally, this position is responsible for providing purchase and accounts payable training to individual departments and for reporting outgoing accounts payable cash flow to the AVP & Controller on a weekly basis for effective cash forecasting purposes.
Essential Duties & Responsibilities:
- Organizes and manage the accounts payable and purchase order work flow and process the data provided for payment.
- Triages all payment requests and devising ways to ensure urgent payments are accelerated for payment processing and to ensure high volume of check requests are timely, organized, and distributed. Implement process to clearly organize and present A/P back-up approval to the Controller and the VP for Finance and Administration for final review and approval of checks to be released.
- Fields all communications regarding Accounts Payable and Purchase Order issues relating to resolving all missing invoice issues, lost and missing check issues, ensuring appropriate general ledger coding, ensuring proper documentation for audit trail purposes, and settling up payment to vendors.
- Responds to vendor inquiries by email and phone, respond to departmental inquiries regarding payment statuses, review departmental requests for accuracy and completeness regarding expense account and budgetary appropriateness in payment of invoices, TIN inquiries, and parental and student inquiries regarding tuition and housing refunds.
- Supervises Accounts Payable Clerk's input of required Accounts Payable information into the Colleague Database in preparation for eventual payment to vendors.
- Provides guidance to AP clerk as the need arises. Manage and review purchase order and invoice information entered into Colleague and ensure goods received are matched in preparation for check printing, approval and distribution to vendors.
- Prepares and maintain all purchase order and accounts payable supporting documentation for audit review purposes; perform other duties - including training, running monthly AP closings and reconciliation reports.
- Trains new UArts administrative assistants on AP procedures, policies, and forms.
- Makes sure that completed W-9s are received for all new domestic vendors prior to processing of account payable and payment; responsible for Pennsylvania withholding tax to out-of state independent contractors.
- Ensures receipt of completed/signed W9 before payments are processed to first-time vendors; Non-corporate vendors (i.e. independent contractors) need to be segregated for annual 1099-MISC reporting.
- Compiles data needed to issue and process the issuance of annual 1099-MISC forms to independent contractors with related reporting to IRS and Pennsylvania.
- Generates data and issue 1099-MISC forms to independent contractors and to the IRS on an annual basis by filing due date, January 31. Same for Pennsylvania for reporting of annual payments to independent contractors residing outside the state.
- Reports Positive Pay to bank for fraud control purposes on a daily basis.
- Generates Positive Pay file (file of checks issued by the University) and, on a daily basis, electronically transmit to TD Bank that is used for fraud control purposes.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Minimum up to 2 years of formal post-high school specialized trade school, technical school, or college; Preferred: Associates Degree from a two-year college or technical school with a specialization in Accounting.
- 5 years Accounting Payable Supervisor experience.
- Basic skills in Microsoft Excel
- Experience with general ledger, accounts payable, and purchase orders.
- Experience with IRS Form W-9 and Form 1099-MISC data gathering and reporting to the IRS and other tax authorities.
Competencies, Knowledge, Skills & Abilities:
- Accounts Payable processing and reporting (including positive pay file generation) proficiency.
- Ability to establish priorities and manage multiple activities to meet department and University deadlines.
- Ability to establish and maintain cooperative working relationships internally with senior and administrative staff.
- Ability to supervise staff in preparation of accounts payable processing.
- W-9 and 1099-MISC data gathering and reporting proficiency.
- Ability to work independently and identify more effective methods of operation.
- Supervises Accounts Payable Clerk
About The University:
University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years. After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.
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