Accounts Payable Manager

Description

The Association of Universities for Research in Astronomy (AURA) is hiring an Accounts Payable Manager. This is an essential position responsible for supervising the day-to-day accounts payable staff and processes, including purchase order, travel, credit card processing, cash disbursements and cash management. This position manages the timely and accurate month-end close process to ensure all transactions are recorded properly. Supervises and coaches team of AP specialists and collaborates closely with procurement and project accounting. Prepares and maintains the Accounts Payable desktop procedures to ensure adequate documentation and staff training. This position will also be assisting the Senior Accounting Manager and/or Divisional Controller with accounting initiatives and special projects.

Essential functions:

• Manage accounts payable staff and monitors workload to ensure invoices, travel reimbursements and credit cards are processed accurately and timely.

• Ensure all accounts payable processes, procedures, checklists and assignments are documented and communicated.

• Manage weekly/daily incoming vendor invoice status reports through JIRA and internal applications. Ensures all vendors are paid timely and accurately. Troubleshoot vendor payment issues and resolve.

• Review and approve Purchase order and Accounts payable vouchers in Deltek Costpoint.

• Prepare and approve weekly cash disbursements by verifying check amounts against invoices, authorizing checks, EFT payments, and wire transfers.

• Prepares bi-weekly cash draws by generating reports from Deltek Costpoint and internal systems.

• Manages all monthly credit card reconciliations using Deltek Costpoint and Internal system reports.

• Manages all travel expense reimbursements, reviewing for accuracy and cost allowability.

• Ensures all AP, Travel and Credit card records are stored appropriately for audit purposes.

• Provide resolution to inquiries and payment disputes with vendor contacts and effectively handle issues staff are unable to resolve.

• Support the monthly close process and ensure transactions are coded to the correct month.

• Ensures all AP areas are closed in accordance with the month-end accounting calendar. Supports related month-end general ledger reconciliations.

• Perform year end reconciliation and prepare Form 1099's in accordance with current IRS regulations.

• Ensure proper record keeping complying with necessary tax reporting, corporate policies and procedures and federal regulations.

• Perform other duties as assigned.

Other Functions:

• Other duties as assigned

Required Education/Experience/Skills/Abilities:

• Minimum 7+ years of experience in a high-volume accounts payable department with purchase orders and travel reimbursements

• Minimum 5+ years supervisory experience

• Knowledge of MS Excel for tracking and financial reporting

• Knowledge of federal contracts and GAAP, and working knowledge of FAR, CAS, and DCAA requirements

• Demonstrated experience ensuring a strong internal control environment

• Experience using government cost accounting systems such as Deltek Costpoint, ensuring system controls are enforced

• Strong analytical, organizational, written, reporting, and presentation skills required. Ability to communicate with tact and discretion and prioritize matters of importance.

• Demonstrated analytical skills and ability to identify and resolve problems within tight timeframes

• Must be able to adjust to changing priorities

Preferred Education/Experience/Skills/Abilities:

• Bachelor's degree

• Fluency in Spanish

• Advanced Microsoft Excel skills

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This work is mostly carried out in an office environment. Long periods of sitting may be required.

About AURA:

The Association of Universities for Research in Astronomy (AURA) is a consortium of 47 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation (~~~/) and NASA (~~~/) . AURA's role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. In addition, AURA is deeply committed to public and educational outreach, and to diversity (~~~/) throughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities.

AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. Details on benefits can be found at ~~~/

Application Instructions:

The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by March 15, 2024.

• Please submit a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname.

• Application documents that are not uploaded as part of the application may be sent to ~~~ .

• Please enter 3 professional references in your application (references will only be contacted later in the recruitment process).

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at ~~~

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)