Accounting Manager of Disbursements

Summary

Position Title

Accounting Manager of Disbursements

Department

Controller's Office

Status

Full Time/Exempt

Position Summary

Reporting to the Assistant Vice President of Financial Management and Controller, the Accounting Manager of Disbursements (“Incumbent”) will be responsible for providing leadership to the Jacksonville University (“University”) Disbursements Team and for supporting the success of the University through the management and oversight, performance, and proper control of transactions and operational activities. Specific responsibilities include the supervising of various financial services and operational activities such as payroll, accounts payable, travel and expense reimbursements and p-cards. The incumbent will provide high-quality service and solutions and will support the success of the University and its stakeholders by safeguarding institutional resources, providing data for decision making, and for implementing various operational change initiatives and service-oriented enhancements.

Essential Job Duties

• Direct and perform the day-to-day operations and activities of the University’s Disbursements Team to include, but not limited to, payroll, accounts payable, p-cards, and travel and expense reimbursements, including file submissions and needed communications with the bank as it relates to disbursement activity.
• Provide leadership to employees assigned to the Disbursements Team to include, but not limited to, coaching, staff development, evaluations, managing workflows, and enforcing policies and procedures.
• Foster a customer service-based environment both internally with campuswide departments as well as with vendors from a variety of industries.
• Conduct workshops and trainings for employees as requested and assigned.
• Administer various University systems to include, but not limited to, the P-Card, Chrome River, and Time Entry systems.
• Ensure legal and University compliance requirements related to the timely processing of employee and employer taxes.
• Facilitate the coordination of office processes to provide quality customer service to all relevant stakeholders, both internal and external.
• Perform other duties as assigned.

Payroll:

• Perform the full range of university-wide payroll processing activities to include, but not limited to, calculation of pay, preparation of payroll records for processing, and reconciliation of payroll discrepancies in a timely manner for the semi-monthly employee payroll and bi-weekly student payroll.
• Maintenance of accrued time off.
• Responsible for tax compliance and regulatory responsibilities to include, but not limited to, 941's, W-2s, 1099’s, state re-employment insurance tax and other related reporting.
• Oversee file transfers, preparation of tax and other payroll reports, and proper payroll reporting, including, but not limited to, providing benefit and retirement data to administrators on a per payroll and monthly basis.
• Ensure compliance and the proper processing of all federal, state, tax, and University payroll related policies, procedures, and requirements.
• Serve as primary point of contact for payroll concerns from the University community by providing guidance and assistance to employees.
• Coordinate issuance of payments and/or checks.
• Coordinate with Office of People and Culture to process involuntary deductions and make the appropriate payments or journal entries to include child support and other garnishment orders from various federal, state, and local agencies. Process miscellaneous voluntary deductions such as meal plans, gifts, donations, and tuition payments.
• Manage year-end closing and accrual process for payroll, and work with auditors during financial statement/audit report preparation and other audits as needed.

Accounts Payable:

• Oversee the Accounts Payable function to include, but not limited to, payments, vendor relations, resolving disputes, accuracy, compliance, and timely payments in accordance with relevant policies and procedures. Arrange for the accurate completion of all accounts payable work.
• Manage the month-end and year-end closing and accrual process for accounts payable and work with auditors during financial statement/audit report preparation and other audits as needed.
• Direct the administration and use the p-card software, which allows the performance of the following: process applications for new cards, address changes, GL account changes, card limit changes, report lost and/or stolen cards to the bank, and card cancellations.
• Oversee monthly audits of p-card activity logs to detect potential fraud, liability, or non-compliance. Investigate and report irregularities in p-card transactions and recommend action plan for resolution. Diligently ensure cardholders' respect of policies, procedures, and practices.
• Maintain files relating to accounts payable, p-card documentation, and cardholder statement history.
• Provide assistance to ensure accurate and timely submission of required data by cardholders and approvers. Assist in the resolution of problems as it relates to p-card activity, the p-card system, or merchant relations. Serve as a liaison between cardholders and the bank.
• Performs other duties as assigned.

Required Skills/Abilities:

• Extensive knowledge of payroll tax regulations.
• Ability to determine changes in regulations that affect University’s policies and procedures related to payroll, by regularly monitoring changes in tax law.
• Extensive knowledge of accounting procedures and accepted accounting principles.
• Possess a high level of independence in accomplishing the responsibilities of the position.
• Must be self-directed and be able to work with minimal supervision.
• Will provide leadership to staff, including but not limited to hiring, training, and supervision. The Accounting Manager of Disbursements will monitor work allocation, evaluate employee performance, make recommendations for personnel actions, and motivate staff to achieve peak productivity and performance.
• Self-motivation and discipline to regularly set and achieve work goals.
• Excellent organizational, interpersonal, and networking skills with large groups as well as
• Ability to maintain a high level of poise and professionalism in all circumstances.
• Ability to maintain strict confidentiality.
• High degree of professionalism and an ability to interact with a variety of entities and individuals.
• While limited physical exertion is involved, considerable mental and emotional pressures exist.
• The ability to coordinate a variety of tasks simultaneously and handle tension and stress in a positive manner is required.
• Evening/weekend work may be required.
• Strong sense of time management and organization skills.
• Proficient with ERP systems and Microsoft Office products, specifically Excel, Word, and Outlook.
• Strong critical thinking skills with an initiative-taking approach to devising and implementing improvements to financial operations and reporting.
• Strong interpersonal and communication skills; experience in effectively communicating key data, including presentations to senior management, and external partners; ability to translate complex financial concepts to individuals at all levels including finance and non-finance managers.
• Expertise with enterprise (ERP) systems, with a preference for previous experience with Ellucian’s Datatel-Colleague system, and Microsoft Office Suite, including advanced functions in Microsoft Excel, Word, and PowerPoint. Excellent communication skills.

Work Conditions

• Primarily indoors except when traveling between campus buildings
• Some off-campus travel may be required
• Work is performed under minimum supervision and requires incumbent to exercise independence and discretion

Physical Requirements

• Ability to work in an office environment with extensive use of computer and telephone and to lift and carry up to twenty pounds, and ability to read, write, handle and process paper documents.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Vision sufficient to read written communications and computer display screens.
• Adequate hearing to communicate effectively in person and by phone.

Education, Certificates, Licenses, and Experience:

• A Bachelor's degree in accounting or business administration is required.
• Five years or more of accounting and/or payroll experience. Equivalent experience considered.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a copy of their resume and a completed JU Application to Ron Bambacus at rbambac@ju.edu.