Accounts Payable Manager

Announcement Number: STAFF - VA - 26444 | For questions, contact Kristy Colling at 406-994-4311 or kristy.colling@montana.edu.

About the Role

University Financial Services provides accounting and business services for all components of Montana State University (MSU). The Accounts Payable Manager leads a team to ensure that University expenses comply with university, state, and federal regulations and audit requirements, ensures the integrity of the University’s expense records and balances, and manages the accounts payable functions including invoicing and supplier management within the University’s procure-to-pay system.

The Accounts Payable Manager works collaboratively across the Financial Services team to mitigate institutional risk, process payables efficiently, use judgment in the allowability of expenses, work with suppliers, and coordinate payables across multiple platforms. The Manager helps coordinate appropriate tax reporting within accounts payable and in consultation with the Controller and University Payroll team.

Responsibilities

• Effectively manage a team of employees—including hiring, training, workflow development, and day-to-day supervision. Coach, support, and develop employees with varying levels of experience.
• Direct daily accounts payable operations, including vendor setup, W-9 review, ACH setup and review, special check requests, outgoing wires, resolution of vendor payment issues, timely payment processing, and fellowship payment tracking and processing.
• Administer, interpret, and communicate accounts payable policies, procedures, timelines, and expectations to staff, campus departments, vendors, and other stakeholders.
• Review accounts payable processes and advise on appropriate internal controls, segregation of duties, and fraud prevention measures.
• Identify and resolve operational issues to support efficient and effective accounts payable operations. Coordinate with campus departments, shared services, central offices, and other partners as needed. Recommend, document, and facilitate process improvements.
• Supervise the review of purchasing card transactions and advise staff and campus departments on appropriate approvals, documentation, and compliance requirements.
• Direct the processing of travel payments and ensure travel per diem, mileage rates, and related reimbursements are administered in accordance with applicable policy. Communicate and implement travel rate changes in a timely manner.
• Coordinate with the Controller to support IRS Form 1099 preparation and processing, including evaluating new IRS regulations, interpreting reporting requirements, providing guidance to staff and affiliated campuses, ensuring adequate documentation is maintained, and overseeing the issuance, printing, and filing of 1099 forms.
• Work with internal and external auditors to provide requested information, documentation, and explanations related to accounts payable activity, controls, and reporting.
• Communicate and collaborate professionally with the State of Montana, financial institutions, vendors, campus departments, affiliated campuses, and other internal and external partners.

Requirements

• Bachelor’s degree in accounting, finance, business, or related field and progressively responsible accounts payable experience, or an equivalent combination of relevant education and experience in lieu of a degree.
• Demonstrated experience with accounts payable practices, supplier relations, and internal controls.
• Demonstrated experience reviewing processes and/or procedures for continuing compliance with changing regulations and to prevent errors or strengthen internal controls.
• Experience managing and supervising a team, including performance management.
• Knowledge and proficiency with Microsoft Excel to sort, analyze, format, and summarize financial information.

Preferred Qualifications

• Experience working with various constituencies to make informed decisions and ensuring those decisions are communicated appropriately.
• Experience with a modular accounting or accounts payable system.
• Experience preparing IRS 1099 reporting or other regulatory filings.
• Demonstrated skills in organizational evaluation with an eye for increasing effectiveness, efficiencies, and operational improvements.
• Successful experience using independent decision-making to solve problems.

Skills

• Knowledge of invoicing systems.
• Effective communication style and proven leadership experience in a multi-faceted team environment.
• Ability and experience identifying training and development needs, evaluating workloads, and resources.
• Understanding of the procure-to-pay process, experience in an ERP or modular accounting system environment, and ability to make decisions based on established policies and procedures and how they align with strategic priorities.
• Drive to develop and implement creative solutions that faculty and staff can employ to meet their business needs while remaining in compliance within a complex regulatory environment.

Benefits

Benefits eligible.

Pay

$42.3077 per hour.

Schedule

Full-time (1.0 FTE), fiscal year, exempt from collective bargaining.