Accounts Payable Supervisor jobs in Santa Cruz, CA

Location: Scotts Valley
Job ID: 29427

ADDITIONAL INFORMATION
This is a CAMPUS ONLY recruitment. Only current employees, or former employees with current Preferential Rehire rights will be considered for this position. Former employees with Preferential Rehire rights should apply through the external candidate gateway and identify themselves as such in their application to be considered for this position.

Current UCSC employees must apply to the job posting in the Internal Candidate Gateway. You can access the internal job posting at the link below.

https://ucpath.universityofcalifornia.edu/peoplesoft-native/EMPLOYEE/HRMS/c/HRS_HRAM_EMP.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Employee&SiteId=12&JobOpeningId=XXXXX&PostingSeq=1

If you are a current UCSC employee and apply through the External Candidate Gateway, you will not be considered for this position.

NOTIFICATIONS
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to Policy.

Employees can submit proof of vaccination online or request an exception.

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 1-20-2022

DEPARTMENT OVERVIEW

The Accounts Payable unit serves as part of Accounting Services, a large and complex operation, managing the fiduciary responsibilities of the campus with annual expenditures exceeding $300 million. Accounting Services provides Payroll, Accounts Payable Plant and Equipment accounting, financial reporting, financial policy guidance and general ledger services to the campus. The A/P unit processes campus-wide accounts payable transactions and works closely with vendors and campus personnel.

JOB SUMMARY

Under the direction of the Accounts Payable / Extramural Funds Accounting Director, the Accounts Payable Supervisor serves as a member of the Accounts Payable Office, a central operation providing selected accounts payable functions and customer service to the campus and over 45,000 vendors. The Accounts Payable Supervisor position requires extensive knowledge of the FIS Banner system, proven organizational and decision-making skills, and the ability to supervise employees and work with a variety of customers (faculty, staff and students). Comprehensive knowledge is required in the use of FIS, Business Objects, File Maker Pro and the policies & procedures associated with Central Purchasing (i.e. unit blankets, purchase authorizations, quick requisitions, conflicts of interest) and Accounts Payable (i.e. checkwrite processing, PO related payments, the UC Travel Program, Settlement Management, Procard and all direct payments).

APPOINTMENT INFORMATION

Salary Information: Salary Range: $69,000 - $72,000/year. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time
  
• Percentage of Time: 100%
  
• Fixed
  
• Average Hours per Week: 40
  
• Days of the Week: Mon-Fri
  
• Shift Includes: Day
  
  Employee Classification: This is a Career appointment
  
  Job End Date: None
  
  Work Location: UC Santa Cruz Main Campus
  
  Union Representation: Non-Represented
  
  Job Code Classification: 005660 ACCOUNTING SUPV 1
  
  JOB DUTIES
  
  65% Accounts Payable Office Supervision
  
  Duties/Responsibilities:
  
  
  • Directly supervise activities of A/P Assistants. Hire, train, assign work, and review performance and accuracy; provide guidance and information to A/P Assistants on questions and issues regarding sepcific transactions.
  • Ensure that A/P Assistants comply with established policies and procedures and operate in accourdance with accepted business practices and programs.
  • Ensure that the A/P Office maintains adequate supporting documentation for transactions in which A/P serves as the office of record.
  • Directly responsible for reviewing and monitoring certain high risk transactions in SCT-Banner (FIS), CruzBuy Settlement Manager, and other implemented systems/programs.
  • Audit the ACH & Campus checkwrite to insure the validity and reliability of established controls and practices.
  • Administer and oversee the ProCard program, working directly with US Bank, the FIS technical team and campus units as required.
  • Monitor aspects of the annual fiscal closing process for the campus. Work with campus units to ensure that payments and reimbursements are processed, liened, or carried forward in compliance with guidelines and deadlines.
  • Ensure proper staff career development opportunities. Complete performance evaluations, merit reviews, and take disciplinary action when required.
  
  25% Core Function: Divisional and Departmental Support
  
  Duties/Responsibilities:
  
  
  • Resolve escalated customer service problems or issues with departments and divisions and communicate with suppliers/vendors as needed.
  • Act as a readily available resource for divisional and departmental staff and collaborate on best practice improvement opportunities.
  • Oversee communication with campus units concerning accounts payable functions and relevant policies.
  • Review trends and identify anomalies affecting service levels to designated divisions; make recommendations and implement solutions to improve service levels.
  • Provide assistance to campus units as needed during fiscal close.
  
  10% Core Function: Operating Analysis/Miscellaneous
  
  Duties/Responsibilities:
  
  
  • In collaboration with other units (FAR, FIS, Procurement and Business Contracts, Controller's Office, and Campus Divisions), develop and prepare policy and procedureal analysis needed to modify and improve existing processes and implment new procedures; develop and recommend alternative strategies for management decision making.
  • On behalf of the AP/EMF Accounting Director, undertake special projects as assigned; provide analysis and make recommendations on topical issues and changing processes; assist with the development and implementation of new processes and procedures that impact a broad range of campus accounts payable practices.
  • Analyze payment, tax and encumbrance transactions. Provide guidance and prepare corrective journals as needed.
  • Identify and report FIS Banner system inconsistencies.
  • Participate in system testing and analysis as needed.
  
  
  REQUIRED QUALIFICATIONS
  
  
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Accounting experience and/or education sufficient to understand University accounting principles; interpret complex University, Federal, State and private granting agency policies; audit and approve payments with policy and contractual terms and conditions.
  • Experience supervising and training employees.
  • Proficiency in the use of word processing systems and electronic spreadsheets and the ability to learn and train others on new information systems.
  • Interpersonal skills with the demonstrated ability to establish and maintain cooperative-working relationships with faculty, staff, vendors and customers at all levels of the organization and to respond flexibly and positively in difficult circumstances.
  • Demonstrated ability to give and receive clear, concise information and work effectively with diverse groups.
  • Excellent written communication skills.
  • Excellent verbal communication skills.
  • Organization and time management skills sufficient to independently set priorities and coordinate and complete a number of assignments within deadlines while dealing with frequent interruptions.
  • Working knowledge of college and university fund accounting and financial reporting, financial accountability and internal controls.
  • Ability to analyze problems, think innovatively, present clear and concise explanations along with applying them consistently to individual circumstances.
  
  
  SPECIAL CONDITIONS OF EMPLOYMENT
  
  
  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • The University of California has implemented a COVID-19 Vaccination Policy: covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
  
  
  SAFETY STATEMENT
  
  All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
  
  HOW TO APPLY
  
  Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.
  
  EEO/AA
  
  The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
  
  APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
  View full job description and access on-line application:
  https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=29427&PostingSeq=1
  
  To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
  
  The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.jeid-b947c4dd6f12f949872c2d7ab2af768f