Assistant Director of Accounting – Disbursements

Summary

Position Title

Assistant Director of Accounting – Disbursements

Department

Controller

Status

Full Time/Exempt

Position Summary

The Assistant Director of Accounting – Disbursements will:

  • Possess at least 5 years payroll experience to include supervisory, accounting and technical expertise. Equivalent experience will be considered.
  • Possess a “can do” team player attitude.
  • Possess strong relationship building and communications skills both in person and in writing.
  • Possess expertise in the application of generally accepted accounting principles for not-for-profit activities in higher education environment.
  • Possess knowledge of fiscal controls related to safeguarding of institutional funds.

This position reports to the Director of Accounting.  The Controller’s Office oversees the accounting, financial and reporting responsibilities of the University working collaboratively across campus with all divisions.

The Assistant Director of Accounting - Disbursements is responsible for providing leadership to the Disbursements Team and for supporting the success of Jacksonville University through the management, oversight, performance, and proper control of transactions and operational activities. Specific responsibilities include supervising various financial services and transactional activities such as payroll, accounts payable, travel and expense reimbursements, and p-cards.

The Assistant Director supports the Director of Accounting in overseeing the day-to-day operations of the Accounting and Financial Services Department and provides leadership to the department in the Director’s absence. To be successful, the incumbent must be a driver of transformation and manage change initiatives to ensure successful implementation. Finally, this position is responsible for supervising and developing employees, general accounting, strategic support and analysis, and providing superior customer service to stakeholders.

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 campus-wide departments as well as with vendors from a variety of industries.
  • Conduct workshops and trainings for employees as requested and assigned.
  • Support the Director in overseeing the day-to-day operations of the Accounting and Financial Services Department.
  • In the absence of the Director, provide leadership to the Accounting and Financial Services Department.
  • Administer various University systems to include, but not limited to, the P-Card system, ChromeRiver, and Time Entry.
  • Ensure legal and university compliance requirements related to the timely processing of employee 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 payroll and other special payrolls as needed.
  • Maintenance of accrued time off.
  • Responsible for tax compliance and regulatory responsibilities to include, but not limited to, 941’s, W-2s, 1099, 1042-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.
  • Review and approve payments for qualified moving expense reimbursement. Ensure proper documentation and appropriate processing and reporting.
  • Coordinate issuance of payments and/or checks.
  • Coordinate with Human Resources 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 AP, 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.

Special Skills

  • Extensive knowledge of payroll tax regulations.
  • Ability to determine changes in regulations that affect JU’s policies and procedures related to payroll, by regularly monitoring changes in tax law.
  • Extensive knowledge of accounting procedures and generally accepted accounting principles.
  • Incumbent must possess a high level of independence in accomplishing the responsibilities of the position.
  • Incumbent must be self-directed and be able to work with minimal supervision.
  • Incumbent will provide leadership to staff, including but not limited to hiring, training, and supervision. The Assistant Director of Accounting-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 with individuals.
  • Ability to maintain a high level of poise and professionalism in all circumstances.
  • Ability to maintain strict confidentiality

 

Difficulty and Complexity

  • This position requires a 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.

Work Conditions

  • No risks or discomforts are imposed upon this position by the physical surroundings or job situation.
  • 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

  • Manual dexterity allowing efficient operation of a computer keyboard and other business machines.
  • Near vision sufficient to read written communications and computer display screens.
  • Adequate hearing to communicate effectively in person and by phone.
  • Ability to lift and load event materials as well as set up/break-down event displays.

Prerequisites Required for Position

Minimum Education Requirement

  • A bachelor’s degree in accounting, finance, or a related field.

Minimum Work Experience

  • Five years or more of accounting and/or payroll experience. Equivalent experience considered.
  • Ability to effectively communicate to a diverse group of stakeholders in an effective manner.

Preferred Qualifications

  • Experience working with Ellucian/Colleague Payroll module or similar accounting/payroll software
  • Certified Payroll Specialist or Certified Payroll Professional
  • Supervisory and leadership experience
  • Non-profit experience

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

All interested applicant, please send application material to Ralph “Chip” Morris at cmorris5@ju.edu.