Job description

Hoxton Circle has partnered with the college in Monterey County to add an AP Lead for their accounts payable team. The role will not oversee AP staff but will be the lead of the AP team and more complex tasks. The job will be a contract/temp to full-time hire for the right individual ready for growth in their AP career. Medical benefits and sick pay available through Hoxton Circle for the contract/temp phase prior to becoming permanent with the client.

• Oversee routine department activities to ensure customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved.
• Provides guidance to AP staff as needed and assists with hiring, training, and evaluating staff.
• Promote positive department morale by interacting with the team in a consistently professional manner.
• Responsible for identifying regulations and other fiscal compliance requirements in the area of Accounts Payable and travel that must be adhered to and implement policies and procedures to ensure campus compliance.
• Develop, implement, improve and enforce policies and department internal controls to increase accuracy and efficiency.
• Generate a variety of reports for analysis of data and/or distribution to management; receives and analyzes various reports and acts upon the data as appropriate.
• Oversee and review the compilation of year-end expenditure accruals and preparation of audit working papers. Assist with external audit firm inquiries and locate supporting documentation, as requested.
• Organizes and manages the accounts payable workflow to ensure company policy and procedures are followed for compliance and that coding and processing of invoices are done timely and accurately. Investigates discrepancies and takes necessary corrective actions, including, but not limited to, research with departmental contacts and training on college policies. Audit expense reports; reviews employees expenses for purposes of compliance with the college Travel Policy. Ability to interpret and apply CO policy to employees travel requests for advances and reimbursements.
• Triages all payment requests and devises ways to ensure urgent payments are accelerated for processing and ensures high volume of check requests are timely, organized and distributed. Implements processes to clearly organize and timely make payments.
• Coordinates all communications regarding Accounts Payable issues relating to resolving all missing invoice issues, lost and missing check issues, ensuring appropriate general ledger coding, ensuring proper documentation for audit trail purposes, and settling up payment to vendors.
• Be active on the customer service front and be quick and accurate with communication.
• Ensures purchase orders are matched to invoices and processed according to departmental policies, procedures, and deadlines.
• Monitors vendors W-9 information to ensure it has been received and completed accurately.
• Oversees all tax-related processes and filings such as 1099-MISC, Federal and CA Non-Resident taxes, and sales and use tax submissions.
• Prepares and submits manual and online reports required by various State of California agencies and federal agencies such as, Franchise Tax Board, State Board of Equalization, Unclaimed Property Division, the Internal Revenue Service, and any other appropriate business or government agency.
• Compiles data, creates and maintains complex spreadsheets used in the preparation and generation of financial reports and/or analysis. Creates, troubleshoots, modifies, runs, analyzes and exports queries.
• Assists in providing quarterly and year-end accrual information.
• Works closely with campus systems analysts to improve and upgrade accounts payable financial system.
• Compiles data used in the preparation of financial reports and/or analysis. Assists in month-end process by generating month-end reports, reconciling accounts payable to general ledger, analyzing vendors withholding balances, etc.
• Conducts accounts payable workshops for campus personnel.

Skills and Qualifications:

• Comprehensive knowledge of financial record-keeping methods, procedures, and practices; arithmetic; and general office procedures.
• Thorough knowledge of governmental financial record-keeping methods.
• General knowledge of non-profit financial record-keeping methods.
• Ability to interpret a wide variety of written rules and regulations; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; understand trial balances, financial statements, and reports; investigate and resolve errors and discrepancies; and read and interpret computer generated reports.
• 6+ years of experience with full-cycle AP processing
• BA degree in Accounting Finance or related field.

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