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Associate Director, Accounts Payable

Basic Position Information

Job Code: 2850

Title: Associate Director, Accounts Payable

Department: Accounts Payable

Essential Personnel: N

Job Family: Financial Services

Job Sub-Family: Procurement, Contracts & Accounts Payable

FLSA Classification: E

Job Grade: 16

Grade Min: $65,866

Grade Mid: $79,040

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: Pre-Defined

Campus Security Authority: Y

Screening Committee: Y

Motor Vehicle Record Check: N

Job Summary

The Associate Director, Accounts Payable (AP) collaborates with the department leadership to coordinate activities and personnel to accomplish timely payment obligations and result in positive vendor relationships while procuring the ongoing services needed to achieve the university's mission following all applicable UHD, UHS, state and federal policies.

Duties

  • Liaison between UHD staff and vendors on complex payment issues; Investigates unusual problems that arise with Financial System and works with UHS as required;
  • Reviews payments as needed for accounts payable and travel; works with AP and Travel staff regarding travel arrangements, payment, Concur and travel card as required
  • Coordinates with Accounts Payable and Travel staff to update training policies and materials and complete year-end processing, including accruals and reversals.
  • Reviews and updates Continuous Improvement Plan/Report (CIP/CIR); regularly communicates with Purchasing and Budget Office for encumbrance reviews and budget errors
  • Completes reports and analyzes data for university community ex: membership list; special handling checks; coordinates with general accounting to research outstanding items; ensures activity is posted timely to provide accurate financial information
  • Monitors, corrects, and requests approval for payable transactions in USAS (Uniform Statewide Accounting System); Coordinates with the State Comptroller's Office and other state agencies as needed
  • Collaborates with departmental staff and management to complete UHS, state, federal, and other required audits;
  • Coordinates testing as required in the financial system; implement systems as required, including setups such as hierarchy, credit card information, user profile, and workflow
  • Provides support, guidance, and instruction in compliance with UHD, UH System, and State of Texas policy and procedures through regular AP and travel training sessions, as well by phone or office visits

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • Supervises full-time employees

Delegation of Work:

  • Regularly assigns work to subordinate(s)

Supervision Given:

  • Makes final decision on evaluating employee performance; provides recommendations on promotions; salary increases; hiring new employees; dismissals; disciplinary actions; scheduling employee work hours; coaching and counseling; makes final decision on training; handling employee grievances and complaints; granting time off

Qualifications

Required Education:

  • Bachelor's degree in business or related field

Required Experience:

  • Minimum of five (5) years of job related experience

License/Certification:

  • None Required

Preferred Qualifications

  • Experience in higher education.
  • Experience with PeopleSoft Financials

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of trends, issues, and accepted practices relevant to the position
  • Knowledge of the State of Texas procurement & expenditure laws and regulations
  • AP knowledge

Skills:

  • Candidates must have strong analytical and problem solving skills, as well as excellent interpersonal and communication skills

Abilities:

  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment

Physical Demands:

  • Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements.
  • Position is physically comfortable; individual has discretion about sitting, walking, standing, etc.
  • Work environment involves minimal exposure to physical risks

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Building External Relationships

  • Demonstrates the ability to build rapport and develop relationships with external constituents.
  • Displays a genuine interest in constituents' ideas and concerns, and pursues mutual interests and aspirations between the university and external constituents.
  • Builds trust and forms alliances through shared respect and cooperation.

Supervision

  • Supervises the work of staff employees.
  • Sets clear goals and expectations within reasonable timeframes.
  • Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
  • Provides mentorship and guidance by sharing expertise and best practices.
  • Supports staff by providing essential resources, professional development opportunities, and open communication.
  • Promptly addresses performance issues with appropriate measures and discretion.

Financial Management

  • Manages assigned financial resources in compliance with federal, State, and university policies and procedures.
  • Monitors expenditures to ensure they are authorized and within approved budget.
  • Reports accurate and reliable data of financial transactions and resources.
  • Promptly notifies management of budget issues and/or discrepancies.

Decision Making

  • Demonstrates the ability to make informed decisions in a timely manner.
  • Assimilates and/or secures relevant information to assess the risks and benefits of alternatives.
  • Considers impact of decision in the long and short term.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Work Leadership

  • Leads the work of assigned staff.
  • Assigns projects and tasks with clear instructions and understanding of work to be performed.
  • Mentors and guides by sharing expertise, knowledge of work rules and procedures, and best practices.
  • Follows up to ensure tasks and projects are completed within reasonable timeframes.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:09 AM