Accounts Payable Technician II (Lead)

University Corporation at Monterey Bay


Salary: $64,480.00 - $70,000.00 Annually

Job Number: 2023-00007

Location: Ryan Ranch Office- Monterey, CA

Department: Accounting

Description
Open Until Filled. Priority Screening Date: April 10, 2023.

The University Corporation at Monterey Bay is an equal opportunity employer and committed to hiring personnel with competencies and experience related to the regional and State population.

The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

POSITION SUMMARY
Under the general supervision of the Accounting Manager, the Accounts Payable Technician III is responsible for processing invoices received for CSUMB's Auxiliaries administered through University Corporation. The Accounts Payable Technician III is responsible for the auditing and proper distribution of checks; assisting with the setup of new vendors; troubleshooting system issues; entering wire payments; 1099 maintenance; fielding client and vendor inquiries; and other duties as assigned. Additionally, the Accounts Payable Technician III is responsible for overseeing the day-to-day operations of Accounts Payable and travel; including payment processing to ensure that expenditure authority, purchasing, travel and hospitality policies are enforced. Review and manage the workload of the Accounts Payable staff, ensuring adequate coverage is maintained to meet payment terms and customer expectations.

Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

Leadership and Supervision

• Oversee routine department activities to ensure customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved.
• Provides guidance to AP staff as needed and assists with hiring, training, and evaluating staff
• Promote positive department morale by interacting with the team in a consistently professional manner.
• Responsible for identifying regulations and other fiscal compliance requirements in the area of Accounts Payable and travel that must be adhered to and implement policies and procedures to ensure campus compliance.
• Develop, implement, improve and enforce policies and department internal controls to increase accuracy and efficiency.
• Generate a variety of reports for analysis of data and/or distribution to management; receives and analyzes various reports and acts upon the data as appropriate.
• Oversee and review the compilation of year-end expenditure accruals and preparation of audit working papers. Assist with external audit firm inquiries and locate supporting documentation, as requested.

Accounts Payable

• Organizes and manages the accounts payable workflow to ensure company policy and procedures are followed for compliance and that coding and processing of invoices are done timely and accurately. Investigates discrepancies and takes necessary corrective actions, including, but not limited to, research with departmental contacts and training on CSU policies. Audit expense reports; reviews employee's expenses for purposes of compliance with CSU Travel Policy. Ability to interpret and apply CO policy to employee's travel requests for advances and reimbursements.
• Triages all payment requests and devises ways to ensure urgent payments are accelerated for processing and ensures high volume of check requests are timely, organized and distributed. Implements processes to clearly organize and timely make payments.
• Coordinates all communications regarding Accounts Payable 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.
• Be active on the customer service front and be quick and accurate with communication.
• Ensures purchase orders are matched to invoices and processed according to departmental policies, procedures, and deadlines.
• Monitors vendors' W-9 information to ensure it has been received and completed accurately.
• Oversees all tax-related processes and filings such as 1099-MISC, Federal and CA Non-Resident taxes, and sales and use tax submissions.
• Prepares and submits manual and online reports required by various State of California agencies and federal agencies such as, Franchise Tax Board, State Board of Equalization, Unclaimed Property Division, the Internal Revenue Service, and any other appropriate business or government agency.
• Compiles data, creates and maintains complex spreadsheets used in the preparation and generation of financial reports and/or analysis. Creates, troubleshoots, modifies, runs, analyzes and exports queries.
• Assists in providing quarterly and year-end accrual information.
• Works closely with campus systems analysts to improve and upgrade accounts payable financial system.
• Compiles data used in the preparation of financial reports and/or analysis. Assists in month-end process by generating month-end reports, reconciling accounts payable to general ledger, analyzing vendors withholding balances, etc.
• Conducts accounts payable workshops for campus personnel.

OTHER FUNCTIONS

1. Assists CSU and external auditors with document requests as needed.
2. Promotes and maintains an atmosphere of excellent customer service within the accounting department, the campus community, and public.
3. Performs other related duties as assigned.

PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

WORK LOCATION

• Hybrid Position
  1. 75% minimum in-office/on-site following the initial training period. Position location may change based on CSU expectations and department needs.
• Due to the COVID 19, this position may be approved to work remotely on a temporary basis or may be required to physically work on campus. Work assignment locations are at the sole discretion of CSUMB and may be changed or revoked at any time.
• Work Location: 8 Upper Ragsdale Drive, Monterey, CA

KNOWLEDGE, SKILLS, AND ABILITIES
Comprehensive knowledge of financial record-keeping methods, procedures, and practices; arithmetic; and general office procedures. Thorough knowledge of governmental financial record-keeping methods. General knowledge of non-profit financial record-keeping methods. Ability to review financial documents for accuracy, completeness, validity, and adherence to standards; compute and post figures rapidly and accurately; maintain files and records; identify, trace and correct errors; follow directions; interpret and apply written rules and regulations; establish and maintain effective working relationships with others; exercise tact, courtesy, alertness, and good judgment in responding to others; operate standard office machines, 10-key calculator, multi-purpose copiers; use personal computers and automated accounting systems; and read and write English at a level appropriate to the position. Ability to apply accounting procedures and practices to the analysis of complex accounting problems; analyze and interpret accounting data; prepare clear, accurate financial statements and reports; utilize problem solving techniques in finding solutions to complex accounting problems; understand and apply applicable rules, regulations, policies, and procedures; work independently; and make sound decisions and recommendations regarding accounting activities. Ability to interpret a wide variety of written rules and regulations; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; understand trial balances, financial statements, and reports; investigate and resolve errors and discrepancies; and read and interpret computer generated reports.


Qualifications
MINIMUM QUALIFICATIONS
Experience: Equivalent to five years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.

Education: Equivalent to a bachelor's degree from an accredited college with major coursework in business, accounting, or related field.

Prospective applicants who have not had the education or experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience.

DESIRABLE QUALIFICATIONS

• Bachelor's degree in business-related field. Four (4) years of accounts payable experience working with computerized accounts payable systems. Experience in an educational or governmental environment. Technical fluency with Microsoft Office Suite; G Suite (Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/CMS baseline system or equivalent financial information system; intranet drives; and internet browsers.
• Highly Desired: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service, and institutional excellence. Experience working with a diverse and multicultural population and performing community services.

Special Conditions of Employment
SPECIAL CONDITIONS OF EMPLOYMENT
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current University Corporation employees who apply for the position.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are 'at-will' employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

All CSUMB/University Corporation employees must be fully vaccinated, including booster (when eligible), against COVID-19, unless they are exempt from this requirement because an exemption has been granted based on a medical contraindication or sincerely held religious beliefs. Fully vaccinated means that an individual has received all recommended doses of a COVID-19 vaccine that has received Emergency Use Authorization or full approval from the U.S. Food and Drug Administration (FDA) and that it has been at least two weeks since the final recommended dose. All students, faculty, and staff who have not been vaccinated and received a booster must test weekly beginning February 4, 2022.

See: The California State University COVID-19 Vaccination Policy

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions - This position has been designated as a sensitive position with:

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

Special License or Certifications and Conditions:

• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
• May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

Compensation and Benefits:SALARY AND BENEFITS
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here (Download PDF reader).

The annual salary range for this position is $64,480-70,000. dependent upon experience and education. Classification: Grade 5, Staff. This is an exempt position and as such is not eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide (Download PDF reader) for details about sick time, vacation, and holidays.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to Apply:All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/3973327/accounts-payable-technician-ii-lead




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