Manager of Accounts Payable

About Us At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law. The Huntington Founded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences. The Culture Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. We are better together. We believe an explicit commitment to diversity, equity, and inclusion directly impacts and improves staff and audience engagement and experience. Job Description About the Role Accounts Payable Manager is responsible for the accurate processing and reporting of all purchase orders, expense reimbursements and payables. This role will work collaboratively with the accounting team to ensure that all accounts payable activities align with Huntington policies and procedures. The role is responsible to manage the accounts payable team to ensure timely and accurate invoice processing. In addition, this role will be responsible for delivering operational and financial excellence and improvements for our procurement process. Providing improvements in implementing new purchasing procedures, continuous enhancements to invoice processing, expense reimbursements and ad-hoc payments. This role involves interaction with both internal staff and external vendors, making customer service a priority. The ideal candidate can meet strict deadlines, is reliable, possesses strong organizational, and time management skills. Has the ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness. This role reports to the AVP for Financial Affairs, Controller. Essential Duties: The following reflects the essential duties for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities of this job at any time. To perform this job successfully, an individual must be able to perform essential duties satisfactorily with or without reasonable accommodations. Accounts Payable Duties: Direct supervision of AP Specialist. Proficiently manage a full-cycle AP workflow in a faced-paced high volume environment. Resolves all AP holds which includes reviewing all requests for appropriate business justifications, accounting, documentation, and approvals. Assists institutional staff with questions and inquiries on AP policies, procedures, and status of payments. Establishes new supplier profiles in Workday GL system. Invoice data entry and check processing in GL system, prioritize invoices according to cash discount potential and payment terms. Audits request for proper business justification, proper GL, and project account coding. Matches invoice to check, obtain all signatures for checks and distribute checks accordingly. Maintain files and documentation thoroughly and accurately, in accordance with institution policy and generally accepted accounting practices. Prepares checks, bank drafts, and wire transfers on a weekly basis (or ad hoc emergency checks as needed). Calculate sales and use-tax as needed. Work with the Accounting Manager to create the annual prepaid spend amortization schedules and installment payments. Manage the monthly and fiscal year end AP close process, ensuring all AP transactions have been completed and journal entries are posted within the month end deadlines and fiscal year end deadlines. Manages all bank online portal information regarding positive pay files, cleared checks, wire transfers, bank drafts, etc. Participate in the annual audit process, specific focus on collecting key financial and accounting data. Manages the year-end IRS Form 1099 reporting process for vendors. Focusing on tax compliance to Federal and State regulations and enforcing proper IRS Form W-9 requirements from vendors. Monitors compliance of CA non-resident withholding requirements and verifies appropriate exemption forms are on file. Procurement Duties: Assist all division colleagues in the creation and reconciliation of purchase requisitions and orders. Review requisitions for appropriate documentation, business justification, competitive bids, and approval prior to issue. Review and close out purchase orders monthly, ensure timely receipt of vendor invoices. Prepare open PO analysis by department and distribute to Accounting Manager and Controller securing timely information needed for accruals, and preparation of account roll forwards. Three-way matching of supplier invoices and working with suppliers and internal staff to resolve any discrepancies. Responsible for creating new suppliers and changes to supplier banking/taxpayer identification information in the Workday. Process fellowship grantee supplier contracts and monthly payments, including non-resident withholding. Verify the Finance departments procurement card transactions. Relationship manager/contact with catalog vendors for Workday (includes Amazon and Office Depot) Continue to apply best practices to the purchase requisition and new supplier process by adding value through process improvement and creating workflow efficiencies. Other Duties: Provides management oversight of the PCard program. Trains and guides all Huntington Staff on AP and procurement procedures including update and manage all training documents. Participate in bi-annual testing for Workday updates related to all AP and Purchasing tasks. Maintains the authorized signature authority lists for the institution. Qualifications Bachelor’s degree in Accounting, Finance or related field is required or equivalent experience. Minimum of 5 years of accounts payable management and procurement experience. Experience in a not-for-profit institution preferred. Workday experience highly preferred. Payroll tax experience preferred (provide backup assistance to payroll administrator). Exceptional candidates may also have Certified Accounts Payable Professional (CAAP). Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and US Generally Accepted Accounting Practices (GAAP accounting). A strong understanding of the purchasing process and purchase order lifecycle is required. Strong work ethic, organized, is a reliable self-starter with a professional attitude. Strong analytical skills and hands on experience with quantitative and qualitative data collection and research. Possess a tech-savvy mindset while being open to continuous learning and process improvement. Intermediate to advanced MS Excel skills, including VLookups and pivot tables. Ability to communicate tactfully and courteously, especially with non-business staff; discretion in handling confidential materials, efficiency in managing time and deadlines, and flexibility and coordination of work assignments are required. Strong interpersonal, written, and verbal communication skills. Work Environment Indoor office setting. Frequent use of office equipment including computer, keyboard, and mouse. Moderate noise levels. The Perks We provide competitive compensation, generous benefits and perks for all eligible employees including: Medical, Dental, Vision 403(b) basic retirement plan and optional matching retirement plan with an outstanding employer match Considerable paid time off, including annual leave, sick leave, and holidays Commuter benefits (pre-tax income for mass transit expenses and free parking) Discounts for staff in The Huntington Store and restaurants Access to the Museums Council pass, which grants free admission to various museums and cultural institutions Free passes each month to welcome family and friends to visit the grounds The Application Process Please submit a cover letter and CV/resume as a single PDF attachment. You will have the opportunity to submit additional documents on the “My Experience” section of the application EEO IS THE LAW EEO IS THE LAW - SPANISH