Accounts Payable Manager at The University of Texas at Austin in Austin, TX

Job description

Job Posting Title: Accounts Payable Manager ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: PURPOSE The Accounts Payable Manager leads the daily operations of the Accounts Payable function for the organization, ensuring accurate, timely, and compliant disbursement of institutional funds. The role oversees invoice processing, assists with vendor management, and leads the commercial card program in accordance with the Handbook of Business Procedures, UT System policy, and Texas state requirements including the Texas Prompt Payment Act. RESPONSIBILITIES Accounts Payable Operations Management · Manage and oversee the full accounts payable cycle, including PO and non-PO voucher processing, invoice review, three-way matching, payment scheduling, and disbursement activities. · Ensure timely and accurate payment processing across state, designated, restricted, gift, and other funding sources. · Monitor accounts payable workflows, transaction volumes, and service levels to ensure operational effectiveness. · Resolve complex payment issues, invoice discrepancies, vendor disputes, and payment exceptions. · Oversee commercial card administration and associated payment processes. Staff Leadership and Performance Management · Supervise, train, coach, and evaluate accounts payable staff. · Assign and prioritize workloads to ensure timely completion of work. · Establish performance expectations and monitor productivity, accuracy, and service standards. · Support employee development, engagement, and succession planning activities. · Participate in recruitment, onboarding, performance management, and corrective action processes. Compliance, Internal Controls, and Risk Management · Ensure compliance with federal, state, university, and institutional policies and regulations governing accounts payable activities. · Oversee adherence to the Texas Prompt Payment Act, State Comptroller requirements, IRS reporting requirements, and university business procedures. · Develop, implement, and maintain accounts payable policies, procedures, and internal controls. · Identify and mitigate financial, operational, and compliance risks. · Safeguard institutional funds against duplicate, erroneous, and fraudulent payments, including verification of vendor banking and remittance changes. · Support internal, external, and state audit activities. Vendor Relations and Cross-Functional Partnership · Collaborate with Procurement, Supply Chain, Travel, Finance, and departmental stakeholders to support payment operations. · Assist with vendor onboarding, maintenance, and payment-related inquiries. · Resolve escalated vendor concerns and service issues. · Coordinate resolution of purchase order exceptions, receiving discrepancies, and payment disputes. · Promote positive working relationships with internal and external partners. Financial Reporting and Close Support · Support month-end and year-end close activities related to accounts payable. · Review accounts payable transactions and outstanding liabilities for accuracy and completeness. · Prepare and analyze reports, reconciliations, and aging schedules. · Provide documentation and financial information required for annual financial reporting and audits. · Monitor and report key accounts payable metrics and operational performance indicators. Process Improvement and Systems Administration · Evaluate and improve accounts payable processes to enhance efficiency, accuracy, and customer service. · Lead or support workflow automation, electronic invoicing, and system enhancement initiatives. · Recommend and implement process improvements and best practices. · Support optimization of payment methods and related technologies. · Maintain documentation related to accounts payable systems and procedure