Account Payable Supervisor
Job Description
Posting Number
PG193423EPInternal Recruitment
NoWorking Title
Account Payable SupervisorAnticipated Hiring Range
Commensurate with experience ($70,000 - $75,000)Work Schedule
Monday - Friday, 8 AM - 5 PMJob Location
Raleigh, NCDepartment
CALS Business OperationsAbout the Department
The CALS Business Operations (CBO) is an administrative unit within the College of Agriculture and Life Sciences and has oversight of the College’s centralized financial and research administration services including, Business Services, Budgets and Planning, Research Administration, and Operational Support. The CBO’s mission is to provide exceptional customer service while supporting the efficient and ethical use of resources. The CBO upholds the academic, research, and extension goals and initiatives of the CALS community. The CBO is committed to providing exemplary and responsive customer care, to serving as a subject matter expert regarding applicable state, university, and federal policies, procedures, rules, and regulations, and to achieving and maintaining operational excellence.
Essential Job Duties
The Accounts Payable (AP) Supervisor provides supervisory leadership to the CALS Accounts Payable Team. This team made up of six Accounts Payable Specialists and three Accounts Payable Approvers.
As the AP Supervisor you will be responsible for training, assigning, reviewing, and supervising the work of the AP Team, including A/P Specialist and A/P Approvers. By utilizing internal systems, ServiceNow and PeopleSoft, you will run queries and/or reports to determine the workload, volume, and productivity of the team members, providing summarized data to the Assistant Director of Business Services.
Full knowledge of all University policies, procedures, and regulations as they relate to AP and financial transactions.In this role you will be providing guidance to the team regarding university policies, procedures and regulations as they relate to AP and financial transactions. Therefore it is important that you stay up to date on future changes and their impact on the college through participation in Business Connections and other University lead meetings and groups.
Additionally this position monitors/audits processed AP transactions/reconciliations, by the AP team, to ensure accuracy, validity, and integrity in accordance with University guidelines, and state and federal regulations. In order to ensure the effectiveness of the team, you will also audit the work of the AP team, through the running of queries/reports of daily, weekly, and monthly authorizations/reimbursements. Then provide summarized data to the Assistant Director of Business Services.
Additional Key Responsibilities include but are not limited to:
- Builds and maintains customer satisfaction to the highest standard, adhering to CBO customer service principles, ensuring processing and interactions of the team meet the needs of the customer.
- Takes responsibility for handling escalated or complex AP-related situations/reimbursements for CALS Departments, which requires, identifying problems, determining possible solutions with the Assistant Director of Business Services and/or campus central offices such as Accounts Payable or AP Audit, and working to implement solutions agreed by Assistant Director.
- Resolves financial problems of moderate to considerable complexity and selects the best solution from several options based on precedent and research, which requires critical thinking, knowledge of regulations and policies, and high attention to detail.
- Clearly communicates, justifies, and defends AP policies and procedures to department heads, departmental faculty, and staff. Requires thorough knowledge of AP policies, understanding of CALS departments, and relaying information in a consistent and professional manner.
- If requested, be available to meet with departments, department heads, and/or central university regarding specific AP-related items or communication.
- Clearly explain and interpret financial information to the AP Team, CBO Colleagues/Management, CALS departments, and Central University Offices.
- Working with Travel Program Specialist, update and create reference guides/one-page documentation, AP section of CBO website, and content for the monthly newsletter.
- Manage the CALS accounting email, which receives invoices for processing from vendors and sub-award sites, and the intake email for ServiceNow, directing requests to the appropriate Team within PeopleSoft.
- Oversees the non-compliance aspect of the AP process, including AP Audit items returned from Central Offices.
- Provides regular coaching and training sessions for the AP team to ensure processes and procedures are being consistently followed and for performance management. Working independently with individuals who need additional coaching, e.g. new hires.
- Provides input to the Assistant Director of Business Services on new processes to be implemented that affect the daily workflow of the unit. Identify training opportunities for the team as it relates to financial and AP processes.
You Belong Here! At NC State, our goal is for all employees to reach their fullest potential at work. As you consider this opportunity, we encourage you to review our Employee Value Proposition (https://news.hr.ncsu.edu/you-belong-here/) and learn more about what makes NC State the best place to learn and work for everyone.
Other Responsibilities
Other duties as assigned.
Minimum Education and Experience
- Graduation from a four-year college or university including 12 hours of accounting. Graduation from a two-year college with a degree in accounting; or graduation from a two year college with an associate degree in accounting; or graduation from a two year college with a degree in business or closely-related area with 12 hrs of accounting; or an equivalent combination of training and experience.
Other Required Qualifications
- Prior supervisory experience.
- Thorough knowledge of PeopleSoft Financials or similar reporting systems, knowledge of financial policies and procedures associated with AP, and knowledge of Microsoft Office, in particular MS Word and Excel.
- Strong interpersonal, communication (oral and written), and customer service skills with the ability to deal tactfully and effectively with individuals at all levels within the College as well as other NC State central offices.
- Highly organized with the ability to effectively handle a large volume of work with frequent interruptions and manage competing priorities and shifting requirements with efficiency.
- Ability to perform work with a high degree of autonomy, accuracy, efficiency, and timeliness.
Preferred Qualifications
- Experience working in a research-heavy state institution and/or other higher education environments.
- Familiar with managing service requests through ServiceNow or similar intake systems for requested transactions.
- Experience working in Google Suites.
Required License(s) or Certification(s)
N/A
Valid NC Driver's License required
NoCommercial Driver's License required
NoJob Open Date
05/30/2024Anticipated Close Date
Open Until FilledSpecial Instructions to Applicants
Please attach a Cover Letter, resume/CV, and contact information for three (3) professional references.
Position Number
00041860Position Type
EHRA Non-FacultyFull Time Equivalent (FTE) (1.0 = 40 hours/week)
1.00Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventDepartment ID
110305 - CALS Business OperationsAA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
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