Accounts Payable Coordinator at Southern Connecticut State University

RANK: Administrator IV

SEARCH NUMBER: [S24-039]

JOB POSTED: January 10, 2025

Southern Connecticut State University is a diverse and student-centered university dedicated to academic excellence, access, and service for the public good. Southern provides a supportive and welcoming environment for all members of its community through a campus wide commitment to social justice. Founded as a teacher’s college in 1893, Southern has evolved over the past century into a comprehensive public university of more than 9,000 students, offering graduate and undergraduate programs in the liberal arts and professional disciplines. It is one of four universities in the Connecticut State Colleges and Universities System. The University is located in New Haven, a city rich with arts and culture, and less than 90 miles from New York City and 140 miles from Boston.

Accounts Payable Coordinator reports to the Controller and is responsible for overseeing the administration, operation and supervision of the Accounts Payable and related cash disbursement activities. The incumbent is also responsible for the Management of the University Travel Office and specializes in those business services related to travel.

POSITION RESPONSIBILITIES:

Supervises and coordinates the work of the Accounts Payable & Travel staff, managing various functions including hiring, training and performance evaluations. Manages staff workload assuring that non-payroll & travel payments are processed timely and are provided in accordance with State statues and CSU and University policies and procedures.

Prepares and monitors annual departmental budget.

Coordinates and administers all non-payroll check disbursements/ ACH and P-Card payments and related bank adjustments including student refunds, foreign payments, check cancellations and voids, etc. Coordinates with banks as well as Accounting, Purchasing, IT and Business Office personnel to resolve issues and streamline procedures.

Coordinates with the Purchasing and Accounting departments on capital asset and project invoicing.

Oversees the special processing for State bond appropriation expenditures. Approves all Bond, DPW and CS2020 payments through Core-CT. Coordinates with the State Comptroller's office to resolve any issue/discrepancies or audit matters.

Monitors and improves procedures to verify invoices with vendor accounts receivable units and assure prompt accurate payments. Coordinates with the Purchasing and Receiving departments to expedite the securing of goods and services and to reconcile differences between purchasing, receiving and accounts payable information. Prepares journal entries required for Accounts Payable functions.

Formulates, recommends, implements and maintains Accounts Payable written policies and/or procedures to ensure efficiency in Accounts Payable. Advices Faculty, Staff, Students on new/updated policies and procedures.

Supervises work to resolve outstanding checks and to prepare analysis and reports for Unclaimed Property amounts escheatable to appropriate state. Research and gain knowledge of Unclaimed Property reporting requirements in all 50 states as checks are escheatable to the state in which the payee last resided.

Prepares and manages the processing of annual 1099 forms filing quarterly and annual reports. Researches and corrects any 1099 discrepancies (B notices) as reported to the University by the IRS. Liaise with tax authorities to resolve issues.

Withhold and report Athlete and Entertainers Tax weekly. Prepare annual reconciliation of such taxes submitted with the CT Department of Revenue Services.

Ensures that software used to administer and deliver Accounts Payable (i.e. Check/EFT processing, I 099 and other tax reporting) arc maintained and updated as required. Tests and provides feedback and assistance in resolving software issues as a liaison to IT staff.

Develops and maintains Accounts Payable/Travel website.

Prepares accounts payable reports for internal and external users and auditors as required. Liaises with auditors on accounts payable work and procedures and takes timely and responsible action to improve accounts payable internal control and efficiency as directed by management and the auditors.

Serves as Accounts Payable representative on System-wide and University committees.

Manages the University's employee and contractor travel pursuant to Collective bargaining agreements, State statues and State & CSU regulations.

Reviews travel encumbrances, advances and reimbursements to ensure that proper amounts are charged and that advances are repaid in a timely fashion for all travel. Works closely with the International Programs office to reconcile international travel authorizations and reimbursements ensuring proper conversion rates for all expenses.

Conducts workshop for faculty, administrators and staff relative to current travel policies and procedures.

Develops and makes recommendations to CSU Travel policies and procedures. Interprets/disseminates those policies and procedures to University community.

Ensures compliance with Purchasing Card (P-Card) policies and procedures in relation to Travel expenses and reconciliation.

Remains competent and current of P-Card practices with respect to Accounts Payable and Travel through conferences, training and professional contacts with colleagues.

Performs other duties related to those enumerated above that do not alter the basic level of responsibility of the position.

QUALIFICATIONS:

A Bachelor's degree in accounting, finance, or related field is required. An MBA or Master's degree in accounting/finance/public administration is preferred. A minimum of three years of experience in a comprehensive accounts payable operation, extensive experience in PC based applications, and relevant financial analysis skills.

One year of supervisory experience required.

APPLICATION:

To be considered, please submit a letter of interest, resume, and contact information for three professional references to Mary Woodruff at APCoordSearch@southernct.edu no later than February 7, 2025. Applications will be reviewed immediately, and the position will remain open until filled.

Southern Connecticut State University is an Affirmative Action/Equal Employment Opportunity Employer. The University seeks to enhance the diversity of its faculty and staff. People of color, women, veterans, and persons with disabilities are strongly encouraged to apply.