Location: all cities,TX, USA
Job Summary:
Reporting directly to the Director of Financial Services, the Accounts Payable Supervisor is responsible for overseeing the daily processing of non-payroll financial transaction documents and conducting monthly and annual reporting activities while supervising the Credit Card Coordinator position and multiple Accounts Payable and Travel Specialists positions on both the Health Center and academic campuses. Essential duties include cross training the payables team, assistance with improvements in accounts payable and travel areas. Works closely with the Director and otherAccounting department staff to achieve process improvements related to system implementations, automation of processes, and payables and travel process training for campus front-office staff.
Major Responsibilities / Duties / Critical Tasks:
* Coordinate and manage activities of the University's payables and travel functions.
* Establish vendor maintenance, payables, travel processing and credit card priorities for effective and efficient operation; work with and backup all payables staff to process accurate and timely payments and timely assistance to campuses departments.
* Coordinate vendor file maintenance and monitor vendor relations to include vendor updates (addresses, terms, locations), foreign vendor payment compliance, direct deposit/ACH setup/changes, vendor holds, payment issues or disputes, lost or returned checks, check cancellations, or duplicate check requests or reissuing payments needing correction.
* Manage annual non-payroll IRS tax reporting including payment reconciliation, generation and mailing of 1099s. Coordinates nonresident alien 1042 tax reporting with the payroll team.
* Coordinate review and processing of PO and non-PO payment vouchers, to include but not limited to reviewing appropriate documentation, reconciling data accuracy and matching issues, and monitoring timely approval to ensure compliance with Texas Prompt Payment Act. Coordinate review and processing of non-PO payment vouchers, to include but not limited to Student Refunds, Health Center petty cash replenishment, direct billing for travel vendors, Procurement card and Travel card payment processing and monitoring timely approval to ensure compliance with Texas Prompt Payment Act. Coordinate and assist with month-end and year-end closing activities. Prepares AP journals, reconciliations and corrections to AP payments. Analyzes monthly variances errors and issues with general ledger accounting for correction as needed.
* Coordinate assistance to campus departments for review and processing of employee travel authorization requests, rental vehicle requests, foreign travel processing and compliance, and data entry and workflow routing for expense reports. Coordinate prioritization and processing of final approval of employee travel and employee out of pocket payment reimbursements.
* Manages payables and travel payment processing as scheduled and configured for each campus.
* Coordinate activities of the credit card programs with the Credit Card Coordinator including employee application processing, card declines, special charge consideration and authorization, and billing issues. Oversee monthly reconciliation of credit card activity including State of Texas Purchase, Travel, and Airfare card programs and Voyager fleet program.
* Responsible for conducting periodic transaction audits and analysis and oversees monthly reconciliation of Prompt Payment transactions and nonresident alien voucher taxes. Supports accounts payable and travel program in resolving reconciliation and payment issues, in collaboration with UT Tyler campus leadership, auditors, consultants, and technical resource areas.
* Serve as the subject matter expert and primary representative for UT Tyler with the UT System Travel Council and UT System Information System for the accounts payable and travel module functions. Coordinate all responses, activities, or reporting as required by System for the disbursement and travel functions. Attend meetings and conferences as related to functional duties.
* Other duties as assigned.
Accompanying Knowledge, Skills, Abilities and Competencies:
* Thorough knowledge of and/or ability to quickly learn applicable laws, codes regulations, standards, policies, methods, and practices related to non-payroll payments, travel, and state credit card programs.
* Excellent communications skills required for working with the payables team, related coworkers, employees, and administrators.
* Ability to provide high-quality customer service and maintain those standards for the function.
* Ability to keep detailed records; to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
* Ability to identify areas of improvement and implement resolutions to create efficiencies.
* Advanced computer skills including use of software programs used in processing payables and travel, making non-payroll related payments, or in conducting data reconciliations for example.
* Ability to identify payables related problems, collect and analyze data, establish facts, perform thoughtful interpretation, draw valid conclusions, and propose appropriate courses of action.
* Ability to provide payables team leadership and to prioritize and coordinate the payables team duties.
* Ability to work with confidential and sensitive information with discretion.
Required Education / Experience:
* Bachelor's degree in a business-related field such as accounting, finance, management, etc.
* Five (5) years of related professional experience, which must include experience in the areas of accounts payable, travel expense processing, non-payroll tax reporting and department or office management.
* Two (2) years of experience supervising staff in areas of accounts payable, travel expenses, and/or non-payroll tax reporting.
* May accept a combination of education and experience.
* Two years' experience in an academic medical center or public university is preferred.