(Hybrid) Regional Accounts Payable Analyst - WVU Keyser

West Virginia University • West Virginia, WV

4d • Hybrid

About The Position

The Finance and Operations Department at West Virginia University is currently accepting applications for a Regional Accounts Payable Analyst. This position will perform various procurement and financial related duties servicing both WVU Regional campuses located in Keyser and Beckley. This individual will predominately be responsible for procurement and payment services among other responsibilities such as budget management, spend forecasting, lease and contract management, management of P-card programs, cost allocation, and compliance and payroll backup. The individual will also assist the WVU Keyser Campus Athletics operations directly related to all purchasing needs. This position reports to the Business Planning Officers on the Keyser campus and the Beckley campus.

Requirements

• Bachelor's degree in business administration, Accounting, Finance, or related degree
• A minimum of three (3) years of experience in the following: Purchasing or payroll
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Ability to quickly learn and understand the University financial and accounting systems
• Ability to learn and interpret University, State and Federal policies and processes
• Knowledge of basic bookkeeping and accounting principles.
• Basic knowledge of Generally Accepted Accounting Principles and theories.
• Working knowledge of accounts payable, accounts receivable, travel expense processing, credit card processing
• Knowledge of personnel and administrative policies and procedures for both faculty and staff
• Conflict resolution and mediation skills
• Excellent customer service skills
• Demonstrated ability to operate effectively in a fast paced, high volume environment that demands accurate results
• Demonstrated ability to establish and maintain cooperative working relationships
• Ability to maintain strict confidentiality in any situation dictated
• Ability to manage comprehensive multiple projects simultaneously
• Ability to maintain detailed and accurate records
• Ability to organize information and filing skills
• Strong oral and written communication skills.
• Ability to independently plan, organize, and set priorities regarding work to be accomplished.
• Strong math skills to perform calculations and ability to reconcile and analyze accounts
• Strong problem solving skills
• Thorough knowledge and usage of correct English, grammar, spelling and punctuation.
• Demonstrated ability to operate a personal computer with knowledge of automated systems, word processing, databases and spreadsheet application software packages and office equipment such as Word and Excel.

Responsibilities

• Manage procurement related activities for the regional campuses in accordance with University guidelines, practices, policies and procedures.
• Explain procurement methodology to campus personnel through training and instruction. Provide clarification, interpretation of procurement concepts.
• Develop understanding of department procurement needs through consultation with campus personnel, evaluate needs to determine procurement options, designate appropriate course of procurement action
• Monitor procurement requisition activity of campus Requestor(s) in the University system
• Review procurement requisitions for fiscal/budgetary accuracy, approve if appropriate.
• Communicate University procurement requirements and processes to prospective suppliers
• Provide suppliers with the sales tax Certificate of Exemption to substantiate the exempt status of the University and its campuses for goods and services procured.
• Facilitate and coordinate interaction between campus Requester(s) and University Buyer(s) to provide information for, clarification of, and resolution to issues which impact the procurement process
• Manage payment activity for the regional campuses in accordance with University guidelines, practices, policies and procedures
• Integrate work effort with University Payment Services unit to facilitate payment of invoices
• Evaluate invoices to determine appropriate payment action, i.e. purchase order match, essential service direct pay and employee reimbursement in addition to others and advise employees on best course of action and assist when needed
• Maintain amicable and professional relationships with suppliers regarding payments, respond to supplier inquiries
• Prepare and submit service agreements for outside contractors or vendors
• View invoice status within University system (pending, paid, etc). Create, edit and review requisition information within system and respond appropriately to ensure timely payment to suppliers
• Follow-up on unpaid transactions, research open documents for errors, lost transactions, or late processing; process appropriate adjustments to ensure account balances; and track open orders
• Provide regular policy and procedure updates to faculty/staff on accounts payable regulations as needed
• Create and maintain office files and ensure filing system is current and accurate; ensure invoices, foundation, grants and accounting records are in compliance reviews and audits
• Run monthly budget and expenditure reports to audit, review, analyze, and interpret fiscal activities for various departments and provide corrective action to departments when necessary
• Prepare financial forecasts and trend analysis for campuses operating expenses
• Ensure travel activities on campuses are in accordance with University policy
• Administer and supervise the University P-Card program for the regional campuses in accordance with its unique guidelines, practices, policies and procedures
• Serve as the University Departmental Card Coordinator (DCC) for the regional campuses EBO
• Collaborate with the University P-card administration unit to establish program training access for prospective participants, process application and maintain program accounts
• Review P-Card transactions of program participants for compliance, prepare notice of finding for participants designated as non-compliant.
• Analyze and evaluate dollar volume activity to determine appropriate credit levels for participants, adjust levels as needed
• Notify all personnel of significant and relevant changes or amendments to the P-Card program.
• Process cardholder documents (cardholder applications, agreement forms, and/or maintenance forms)
• Assists regional campuses Business Planning Officers with overseeing University capital budgets and strategic developments
• Manages and tracks University capital spending plans to ensure University stays within budget and in compliance with Capital spending policies and procedures
• Provide on-going reports to executive management with regard to budget vs actuals
• Performs internal transfers and bank to bank transfers when necessary to ensure accurate financial reporting
• Coordinates with WVU Facilities Planning and Management and PCPS to ensure procurement needs are met in relation to capital project timelines
• Responsible for tracking utility and other costs for auxiliary units on campus and the applicable allocation bill back
• Tracks and provides financial reports to executive staff as needed in relation to various University wide costs
• Provides spend analysis on both direct and indirect costs campus wide
• Ensures all costs are charged to the appropriate departments through the University bill back process whether it be monthly or quarterly
• Ensure all units are in compliance with Foundation payment and purchasing policies with Foundation card, invoices, and reimbursement requests
• Provide Foundation financial reports as requested and audit for fund compliance and accurate fund balances
• Request establishment of Foundation backbills and monitor encumbrances for accurate fund balances
• Act as point of contact for all purchasing and payment policies and send communication to the campuses when policy changes occur
• Remain up to date on GASB, state, and Federal policies
• Maintain all lease activity for the campuses and provide necessary information for audit purposes
• Monitor and reconcile all contract activity for the campuses and ensure all departments are in compliance with contract requirements
• Assists regional campuses Business Planning Officers development and application of internal controls, policies and procedures, and provide other support as needed
• Sustain a high level of customer service within the University community and with constituencies external to the University
• Foster an environment of professionalism, adhere to high ethical standards and confidentiality, exercise discretion in all areas and levels of workplace activity
• Attend and participate in appropriate training and professional development sessions
• Promote collaborative and cooperative workplace relationships within the University community
• Oversee all payment and purchasing activity for the WVU Keyser campus athletics
• Facilitate service agreements with/for external vendors and contractors on campus
• Initiate all invoice payments and determine appropriate payment method in accordance with University policy, including catalogue and non-catalogue orders
• Initiate Foundation invoice payments and ensure all Athletic fund activity is recorded appropriately, providing fund activity reports to the Athletic Director as requested
• Ensure that all invoice requests from the Athletic teams do not exceed University budgeted funds
• Assist the Athletic Director in collection of funds as needed for Athletic events and camps
• Assist with Payroll Processing as needed and act as additional back-up support
• Performs special projects and miscellaneous job-related duties as assigned.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level