State Accounts Payable Manager

State Accounts Payable Manager

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time progressively responsible professional experience in Accounts Payable, Accounting, Finance, or a Business-related field. Microsoft Office Experience.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in Business Administration, Finance, Accounting, or a related field. Five (5) years or more of full-time progressively responsible professional experience in Accounts Payable, Accounting, Finance or Business field. Experience working with Financial Management Systems. Experience working with an E-Procurement system. Experience working with New York State guidelines.

Brief Description of Duties:
The primary responsibility of the candidate in this position is to oversee the daily operations of the State Accounts Payable area, which includes commodity, service, and non-encumbered payment functions of the Procurement Office. The incumbent will provide training and guidance to staff on payment policies and procedures and will be responsible for adherence to all New York State and State University of New York (SUNY) guidelines. They will serve as a subject matter expert in the use of all accounts payable systems, including Jaggaer (WolfMart) and the SUNY Financial Management System (FMS). The incumbent must have excellent problem-solving and communication skills in order to collaborate with internal stakeholders to develop process improvements to increase efficiencies in the payment process. The position serves as a key leader in Accounts Payable and Procurement to help drive strategic initiatives for Stony Brook University.

The ideal candidate should be highly motivated and able to motivate others in a fast-paced and diverse professional environment. The ability to effectively communicate and interact across the full spectrum of different perspectives and personalities will be particularly important as the incumbent will be providing customer service to the University community. Also, outstanding supervisory, data analytics, and organizational skills with the ability to oversee multiple projects and tasks simultaneously will be essential and critical for success in this role.

Duties:

• State Accounts Payable Management:
  • Manage the State Accounts Payable area of the Procurement Office which includes payment functions related to Commodity Purchase Orders, Service Contracts and Non-Encumbered payment requests.
  • Prioritize and oversee the daily work functions and supervision of the professional and clerical support staff.
  • Manage, monitor and evaluate the work performance of the State Accounts Payable units. Run WolfMart queries/reports and SUNY BI reports to review staff performance.
  • Proactively review vendor statements and address with staff to reduce the risk of credit holds.
  • Oversee the Ricoh-Kofax scanning/validating process ensure invoices are imported into Jaggaer in a timely manner. Assist staff in the resolution of errored batches.
  • Propose process improvements and participate in efforts that will lead to overall efficiencies in the payment process.
  • Ensure proper collection and verification of certified payroll, lien release documentation, OSHA certificates, and all other required contract and purchase order documentation.
  • Oversee the review of the central email boxes ensuring that customer inquiries are being addressed in a timely manner.
  • Serve as escalation point to respond to vendor and department invoice and payment issues/inquiries.
  • Assist in the coordination of the year-end “lapsing funds” process as it relates to commodities and service contract payments for all State funding sources.
  • Play a vital role in advising staff and assisting campus departments in the close out of the fiscal year which includes running reports in SUNY BI to monitor pending expenditures.
• Staff Training/Guidance:
  • Train staff on payment policies and procedures related to Purchase Order and Contract payments.
  • Train staff in the processing and inputting of vendor invoices in Jaggaer (WolfMart) and SUNY’s Financial Management (FMS) systems.
  • Train staff in the use of OSC’s State Financial system (SFS).
  • Assist and train staff in resolving complex voucher payment issues.
  • Train staff on proper customer service techniques.
  • Track and coordinate timely submissions of Employee Programs & Evaluations.
  • Oversee the management of student and temp agency workers.
  • Provide professional development opportunities for staff and cultivate an environment of career growth/expansion.
• Review & Certification of State Payment Vouchers:
  • Participate in the certification of payment vouchers, review contract, purchase order and non-encumbered payment vouchers to ensure all invoices and supporting documents adhere to the terms, rates, and requirements of the Purchase Order/Contract.
  • Ensures compliance with all Federal, OSC, SUNY, and University rules, regulations and guidelines related to the payment of goods and services.
  • Oversee the review of Jaggaer (WolfMart) error reports and SUNY IDL error reports, troubleshoot and resolve errors to ensure successful transmission of vouchers to the SUNY and OSC systems.
• Policy & Procedure Management:
  • Respond to inquiries and documentation requests from SUNY, OSC and internal and external auditors.
  • Participate in Campus, SUNY, and OSC training sessions to ensure thorough knowledge of all policies and procedures related to all payments.
  • Responsible for documenting and updating existing policies/procedures and proposing new policies/procedures to be recommended to management.
• Additional Duties and Responsibilities as Assigned:
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
    

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes “continuously require all personnel to be fully vaccinated against COVID-19,” Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.

The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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