Job Description

Under the direction of the Business Office Manager, provide team leadership to the accounts payable area of the Dining Services Central Office. Tasks included are supervising, auditing, and editing of information input to the computerized Food Production System and BruinBuy. Perform accountant duties to comply with Generally Accepted Accounting Principles and University Policies and Procedures to include accounts payable, accounts receivable, Non-Payroll Expense Adjustments, Recharge Order Request, Purchase Order Requests and Change Orders for Dining Services. Monitor the processing of a high volume of food and nonfood invoices; approximately $25 million annually. Ensure all invoices, transfers, loan and borrow are input accurately and timely into the appropriate systems. Assist team members in the research and the prompt resolution of any bid pricing discrepancies with managers, vendors, and Purchasing. Monitor the Preparation of the monthly accrual report and assist in the resolution of open issues with campus accounts payable and vendors. Supervise the monthly ledgers and vendor statements reconciliation, including research, reporting and resolution of problems. Process accounts receivable transactions for the department including NPEARS, recharges, cash reports, and deposits. Manage the logistics and billing for events for student groups, campus departments, and school outreach groups for meal ticket sales, private dining room reservations and special events. Ensure that an orderly filing system for all invoices and paperwork is maintained. Manage and coordinate the Student Office Assistants schedules, duties and responsibilities. Process new orders meal tickets from Marketing. Monitor the printing, documenting and distributing the meal tickets upon receiving orders. Create the month end accruals to include AP, revenue adjustments and inter-location transfers. Review assigned Purchase Authorization Notifications and provide feedback of any changes needed to the team. Assist the Business Office Manager in training, motivating and leading Administrative Assistant III’s on day to day operations. Supervision of 4 FTE AA III’s and 5 part-time students. Other duties as assigned.

Job Qualifications

Demonstrated knowledge of accounting practices and procedures, and the ability to apply these to Accounts Payable and Accounts Receivable duties.
Preferred

Skilled in the use of computers and computer software, including email, Word, Excel and accounts payable and receivable systems.
Required

Ability to process a large number of invoices accurately and efficiently on a daily basis.
Required

Ability to provide guidance in processing invoices and resolve any anomalies that may arise.
Required

Ability to lead a team of approximately four Administrative Assistants to provide knowledge and support to ensure tasks are performed accurately.
Required

Mathematical skills sufficient to compute figures and check accuracy of invoices and reports.
Required

Ability to utilize a computerized Food Production System to input data and maintain accurate system files.
Required

Demonstrated skill and knowledge in data collection/ verification to insure the accuracy of the reports generated from the system.
Required

Skill in analyzing information, situations and procedures to define problems and formulate conclusions.
Required

Ability to establish and maintain cooperative working relationship with staff, coworkers, vendors, and other University personnel and interact diplomatically with a diversified public.
Required

Ability to set goals and priorities which accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads, pressure of deadlines and competing requirements. Time management and organizational skills to plan and manage daily workload and complete all assignments according to established deadlines.
Required

Ability to work independently and complete job duties according to established deadlines and in accordance with policies and procedures.
Required

Skill in establishing and maintaining orderly files.
Required

Knowledge of University accounting procedures, systems, and policies. Knowledge of University and operational cash handling procedures.
Preferred

Demonstrate a proactively search for opportunities to improve, expedite, facilitate and automate as much of the department processes as possible.
Preferred

Ability to maintain and keep confidential information.
Required

Ability to reconcile ledgers and vendor statements and to research and resolve discrepancies.
Required

Skill to communicate clearly and effectively in person, in writing, and on the phone with a variety of individuals at all levels.
Required

Demonstrate the willingness to expand current knowledge base and the courage to step outside the comfort zone.
Preferred

Skill in supervising diverse staff including organization workflow, delegating responsibility, training, motivating, hiring, and counseling. Ability to provide team leadership, motivation and training to small group of employees.
Required

Working knowledge of management principles, trends, and practices as applicable to staff supervision and motivation.
Required

Skill in analyzing operating procedures and recommending necessary changes consistent with sound business practice.
Required

Working knowledge of accounts payable activities for a large food service organization. Working knowledge of Dining Service operations.
Preferred

Skill in speaking concisely and logically, using grammatically correct language to convey information and explain policies and procedures.
Required

Proven ability to work with high volume and adjust schedules to accommodate constant deadlines and changing priorities.
Required