The Accounts Payable and Systems Manager oversees the management, operation, and evolution of the expense and vendor payment functions of the College’s financial activity. This hands-on position provides direct support for an increasingly diverse Bates College community utilizing excellent customer service skills. Working dynamically to meet the needs of a diverse population of faculty, staff, students, and vendors, this position coordinates the proper disposition of every type and source of funding on campus and ensures that the College remains at the forefront of complex internal and external system requirements, AP-related tax and regulatory matters, and trends in the banking and vendor payment industry to ensure the timely, accurate, secure, and cost-effective deployment of College resources. This position oversees the key controls related to the disbursement functions of the College including regulatory compliance, appropriate and consistent application of College policies, and maintaining a framework that protects the College from fraud, waste and misuse of funds. The Accounts Payable and Systems Manager promotes a strong customer service orientation and engages daily in the negotiation of mutually beneficial solutions that serve the best interests of both the College and the individual campus constituents. This position implements systems and process improvements that strengthen the efficiency, functionality, and security of the disbursement function.
• Work with vendors from a broad range of industries, responsible for overseeing the timely and accurate disbursement of approximately $4 million monthly for operations plus additional payments for construction.
• Assure equity, inclusion, access, and anti-racism as central to their work and the delivery of services to faculty, staff, and students.
• Ensure that the highest levels of internal control are maintained by evaluating and implementing procedures and systems that automate and ensure appropriate transaction review and approval, including maintaining proper separation of duties.
• Improve productivity by leveraging technology and human resources; provide leadership in identifying applicable and appropriate technology solutions that enhance efficiency both within the department and across campus.
• Continuously review and improve the processing procedures in order to avoid duplicate payments, invoice matching discrepancies, and returned checks; ensure that invoices are processed timely in order to maximize payment terms.
• Supervise Accounts Payable and Cashiering staff and actively lead the daily activities of the department.
• Manage the college purchasing and travel card program.
• Serve as an expert resource for campus constituents on policy, procedure, and best practices related to the expenditure of resources and appropriate use of a wide variety of funding sources for a broad range of departmental needs, provide training as needed.
• Implement electronic solutions and workflows that improve the receipt, input, review, and payment of invoices for accuracy, consistency with purchase orders, and reconciliation of vendor statements.
• Track and reconcile prepaid expenses; reconcile subsidiary ledger to the general ledger, participate in month-end close, year-end and new year processes, and annual audit procedures.
• Comply with tax withholding and tax reporting requirements for all types of vendor payments including international payments.
• Responsible for electronic maintenance of all invoices and vendor records including quality review and document retention.
• Bachelor’s degree in Accounting, Business Management, or related field required.
• 5+ years of direct Accounts Payable and systems management experience required. • Experience in public accounting or equivalent experience as an administrator in a college, university, or nonprofit accounting office preferred.
Skills and Knowledge
• Analytical and problem-solving skills; ability to synthesize complex or diverse information; and experience working with large data sets. • Understanding of the principles of accounting and standards of internal control and their application in a higher education environment required. • Demonstrated ability to manage multiple projects simultaneously. • Familiarity with Banner ERP system is preferred. • Ability to develop and implement efficient technological applications and workflows as needed. • Excellent communication (written, verbal, and presentation) skills. • Sound organizational skills and attention to detail. • Strong interpersonal skills with the ability to develop and maintain collegial relationships. Diplomacy, tact, and discretion are essential. • Ability to work independently and handle multiple priorities with minimal supervision as well as work as part of the team. • Ability and willingness to work weekends, evenings and other non-traditional schedules during peak times as needed. • Personal commitment to excellence and the mission of a top-tier small liberal arts college. • Demonstrated commitment to diversity and inclusivity and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.
Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 12 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more) and a supportive, collegial environment in a drug- and smoke-free workplace.
Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at firstname.lastname@example.org.
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.
Founded in 1855, Bates is one of the nation’s leading liberal arts colleges, with a long history of commitments to principles of human dignity and diversity.Since its inception, Bates has been a coeducational, nonsectarian, residential college with special commitments to academic rigor and to programs and opportunities by qualified learners of all backgrounds. Historically, Bates students and graduates have linked education with service, leadership, and obligations beyond themselves.Bates has highly competitive admission, graduates over 90% of its entering students, and over half of its alumni earn graduate degrees. Bates has 1,700 students, 200 faculty members and 550 staff and administrative employees.The College is proud of its strong involvements in the Lewiston-Auburn communities, Maine’s second largest urban area, with a population of approximately 65,000. Bates is located on a beautiful, 109-acre, traditional New England campus in Lewiston, Maine, a lively small city enjoying an exciting economic and cultural revitalization. With an engaged citizenry, lively arts scene, and historic downtown, this walkable city is 35 miles north of Portland, 140 miles north of Boston, and 340 miles north of New York City.