Accounts Payable Manager at The University of Chicago in Chicago, Illinois

Job Description:

Department



F&A ITS - Finance



About the Department



IT Services collaborates with campus partners to support the mission of the University of Chicago through the consistent delivery of high-quality solutions and services. We provide secure, stable, and reliable infrastructure and applications to support the mission of the University.
• We support and enable faculty research and teaching with the effective use of technology.
• We simplify the technology experience for faculty, students, alumni, and staff, and we ensure technology is mobile-friendly and accessible.
• We identify, manage, and mitigate the technology risks of the University.



Job Summary



The Accounts Payable (AP) Manager oversees all aspects of the University's IT Services accounts payable function. This position plays a vital role in ensuring timely and accurate payments to vendors, maintaining strong internal controls, and adhering to University policies and procedures. The AP Manager leads and manages a team of accounts payable staff, providing guidance, training, and performance feedback. They oversee the processing of all vendor invoices, ensuring accuracy, completeness, and compliance with University policies and procedures.



Responsibilities

• Oversees the processing of all vendor invoices, ensuring accuracy, completeness, and compliance with University policies and procedures.


• Leads and manages a team of accounts payable staff, providing guidance, training, and performance feedback.


• Reconciles accounts payable balances monthly and investigates discrepancies.


• Validates the accounting associated with new purchase orders, making PO corrections and updates as needed.


• Reviews outstanding procurement invoices for discrepancies and overbillings.


• Manages all FST related invoice issues (missing, rejected, uploading errors).


• Leads on any vendor credit holds and service interruptions.


• Distributes internal notices related to outstanding payments in Buysite and the FST portal.


• Validates and audits all payment transactions including ACH, wires, and paper checks in accordance with University policies.


• Audits the Account Payables APD 30 Daily Diagnostic reports monthly for payment errors and dispute findings.


• Reviews and validates payments submitted for processing pertaining to telecommunication invoices.


• Tracks and analyzes patterns of billing errors as they relate to vendor charges.


• Manages the accounts receivables and accounts payable for accuracy of postings to FAS.


• Reviews and approves vendor AP adjustments and write offs.


• Serves as lead AP resource for ITS Internal Audit and Shared Services A/P.


• Processes monthly closing and fiscal year-end closing entries.


• Examines, analyzes, and interprets the accounting records for gains, losses, and compliance irregularities.


• Oversees the day-to-day accounts payable functions, reporting, and reconciliations.


• Manages and maintains positive relationships with external vendors accounting departments.


• Participates in the development and implementation of new accounts payable processes and systems.


• Manages the AP challenges associated with FST.


• Leads on A/P related issue across ITS (infrastructure and operations) and other units as needed.


• Maintains accurate records related to payment processing.


• Prepares financial metrics around expense payments.


• Develops, implements, and enforces accounting controls, internal policies, and procedures to ensure accurate financial reporting.


• Develops new workflows and efficiencies as needed.


• Analyzes accounts payable data and generate reports to identify trends and opportunities for improvements.


• Supervises support staff, including selection, training, performance appraisal and work allocation.


• May recommend methods for improved operations.


• Supervises accounts payable processes and reviews work related to verifying invoices, computing discounts, coding expenses, preparing vouchers, and issuing checks for payment.


• Supervises the day-to-day payments and receipts of bills, as well as the maintenance of accounts payable and receivable ledgers.


• Performs other related work as needed.

Minimum Qualifications




Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:




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Preferred Qualifications




Experience:

• Minimum five years of financial experience working with company or departmental budgets.

Technical Skills or Knowledge:

• Knowledge of Microsoft Office, financial computing, and database software applications.

Preferred Competencies

• Mathematical aptitude.


• Strong analytical and organizational skills.


• Strong interpersonal, verbal, and written communication skills.

Working Conditions

• Office environment.

Application Documents

• Resume/CV (required)


• Cover Letter (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family



Financial Management



Role Impact



People Manager



FLSA Status



Exempt



Pay Frequency



Monthly



Scheduled
Weekly Hours



37.5



Benefits Eligible



Yes



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Posting Statement



The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.


Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.


The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. Apply Now