Accounts Payable and Tax Manager

East-West Center•Honolulu, HI

4d•Onsite

About The Position

The East-West Center (EWC) is seeking an Accounts Payable and Tax Manager to provide exceptional leadership and organization to the Center's disbursing operations. This position offers strategic guidance and manages critical functions including vendor payments, student and employee reimbursements, and other outbound financial transactions. The role involves supervising and training staff, managing workflows within financial systems, and collaborating with stakeholders to ensure financial integrity and service excellence.

Requirements

A Bachelor’s Degree in business administration, accounting, finance, or a related field.
At least three (3) years of progressively responsible work experience in finance or accounts payable that demonstrates the knowledge and ability to perform the major duties of this position.
Experience demonstrating familiarity and understanding of state and federal tax regulations.
Capacity and understanding to motivate, resolve conflict, plan, organize, and delegate the work of others in a unionized work environment.
Demonstrated ability to organize, prioritize and coordinate work involving a wide variety of tasks.
Ability to take initiative and work independently and cooperatively in following through on assignments.
Ability to assume responsibility for whole areas of work and integrate information from relevant sources.
Ability to gather and/or prepare background materials.
Ability to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds.
Ability to work under the pressure of deadlines and competing demands.
Ability to acquire and maintain knowledge of and appropriately apply various policies and procedures.
Ability to establish and maintain accurate files and records.
Ability to adapt to changes and exercise good judgment in dealing with a variety of situations.
Ability to perform effectively in a non-routine work environment.
Ability to appropriately handle confidential information.
Ability to communicate effectively both verbally and in writing.
Ability to function effectively as a work leader.
Knowledge of routine office practices and recordkeeping procedures.
Knowledge of correct English grammar, punctuation, spelling, and word usage.
Knowledge of office machines and equipment, including computers, LCD projectors, and emerging technologies.
High proficiency with Microsoft Word and Excel, Adobe, or other equivalent office computer applications.
Proficiency with Google suite, Microsoft 365, or other work sharing platforms.
Proficiency with meeting software such as Zoom and Skype.

Nice To Haves

Previous work experience in a higher education, non-profit organization, or governmental environment.
Supervisory or management experience.
Knowledge of the principles, practices, techniques, and methods of managing a comprehensive accounts payable or disbursing program.
Knowledge of federal, state, and local regulations.

Responsibilities

Oversees all disbursement transactions and activities, ensuring payments are processed accurately and timely.
Assumes standard transactional duties alongside Disbursing staff during unusual or busy periods.
Oversees processing of payments in accordance with organizational policies and contractual obligations.
Ensures payments are allowable and appropriate according to federal and state regulations, tax withholding requirements, and established terms.
Monitors staff output to maintain service levels and departmental project progression.
Serves as the point of contact for complex discrepancies and issues requiring research.
Escalates critical problems to the supervisor for guidance.
Oversees the organization and maintenance of physical and digital disbursing files and records, including documents related to reportable vendor, participant, or employee payments.
Executes file archival processes timely and in accordance with audit standards.
Prepares and distributes federal and state tax forms as required by tax regulation authorities.
Recommends, maintains, and enforces internal controls within the unit and across the Center to safeguard assets and ensure compliance with regulations and audit standards.
Ensures work and deliverables adhere to federal, state, and Center guidelines (e.g., grant compliance, tax reporting requirements, and procurement policies).
Maintains up-to-date knowledge of federal and state agency disbursing regulations, federal travel, VISA, and IRS regulations, including timely filing of W-2, 1099s, and other required reports.
Communicates regulation changes and ensures staff are educated on applying changes to daily work.
Provides technical and administrative support to the finance team during internal and external audits, including documentation and corrective action implementation.
Provides counsel and direction to programs regarding the classification and processing of expenditures related to travel arrangements, per diem allowances, foreign currency conversions, and other related travel expenses.
Assists in the development of Center policies and procedures related to disbursement, reimbursement, billing, and coding.
Manages and optimizes disbursement workflows within the Enterprise Resource Planning system (ERP) or other established financial systems.
Supports the testing and implementation process for financial systems to ensure optimum performance and accuracy.
Identifies and maintains a cadence for reviewing and implementing process improvement opportunities to enhance unit efficiency, accuracy, and automation.
Collaborates with management and leadership teams to identify opportunities for system upgrades, integrations, and reporting enhancements.
Coordinates calendar year-end tax reporting for the Center.
Prepares and reviews regular and ad hoc reports related to disbursement activities, aging, and cash outflows for management review.
Reconciles related accounts and investigates discrepancies.
Submits analysis and corrective recommendations to ensure accurate reporting to the General Ledger.
Analyzes operational and financial trends within the industry and recommends improvements to the supervisor.
Supervises work and performance of designated staff.
Sets work priorities, provides guidance, and directs workflow to ensure work is timely and accurate.
Organizes work schedules and manages requests for time off appropriately.
Establishes workloads and assures work assignments adhere to position scope and collective bargaining agreements.
Conducts timely, constructive, transparent, and unbiased performance evaluations.
Provides coaching for performance improvement and guidance for career development.
Oversees and facilitates the training of new staff within the unit.
Maintains a catalog of operational procedures and resources for consistent and effective training.
Interacts effectively and diplomatically in all areas of employee relations, maintaining confidentiality.
Coordinates with HR in responding to employee concerns, complaints, performance issues, and/or inappropriate behavior.
Attends supervisor training(s) as required.
May perform other duties as assigned.