Job Information
Montana State University Director of Accounts Payable in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 24391
For questions regarding this position, please contact:
Cheri Toenischoetter at 406-994-3212 or cheri.toeniskoetter@montana.edu
Classification Title Managing Director
Working Title Director of Accounts Payable
Brief Position Overview
Lead a team with impact across the Bozeman as well as statewide affiliated MSU campuses. The Accounts Payable Director leads the accounts payable function for MSU , managing compliance and providing excellent customer service for on-campus departments as well as outside vendors. Year-end 1099 tax reporting is performed for all four affiliated campuses.
Position Number 4C7572
Department Business Office
Division University Business Services - Financial Services
Appointment Type Professional
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Exempt
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Eligible
Salary $90,000 to $95,000 annually, commensurate with experience, education, and qualifications
Contract Type MUS
If other, please specify
Recruitment Type Open
Position Details
General Statement
University Business Services ( UBS ) provides accounting and business services for all components of Montana State University ( MSU ). UBS works to ensure that MSU business transactions are conducted and reported efficiently, effectively, and in accordance with all applicable regulations, policies, and procedures.
The Accounts Payable Director ensures 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 of the University’s accounting systems. The Director also ensures appropriate IRS information reporting is accomplished.
The Accounts Payable Director uses independent judgment in making determinations as to allow-ability of expenses, IRS classification and tax treatment, and reviews other accountants’ work for accuracy and final approval.
Duties and Responsibilities
The Accounts Payable Director is responsible for managing the accounts payable function and payment systems for Montana State University and performing IRS 1099 reporting for all campuses statewide.
This position will manage staff and oversee the performance of audit and accounting duties in support of the accounts payable function which include but are not limited to:
Direct daily processing of Accounts Payable including vendor setup, W9 review, ACH review, special check requests, outgoing AP wires, resolution of payment issues with vendors, prioritize timely payment processing, stipend tracking, approval & tracking of advances and ensure approvals from internal departments ( OSP , Property Management & Procurement) have occurred prior to payment processing.
Ensure W9’s are collected and accurately filed for vendors requiring 1099 reporting.
Supervise the IRS form 1099- MISC preparation and processing including; incorporating new IRS regulations, interpreting IRS regulations, provide guidance to staff and all 4 campuses on reporting, edit Banner 1099 tables for accurate reporting, review Bulk TIN matches to ensure all 1099 vendors have accurate EIN / TIN , analyze transactions for IRS reportability, ensure adequate documentation is maintained to demonstrate compliance, issue/print 1099 forms and submit to recipients by January 31 of each year, review and resend any 1099s returned for a bad addresses, authorize corrections as needed and upload IRS 1099 file to IRS FIRE site by February 28.
Ensure accurate IRS reporting for MSU and affiliated campuses:
With an understanding of IRS regulations and worker classification laws, researches and determine appropriate classifications and payment methods for employees and contractors.
Ensuring that proper internal controls are in place to prevent fraud.
Ensures that proper cutoff of expenses between years is attained through appropriate accrual-based GAAP .
Serve as the primary authoritative resource for UBS routine operational matters, policies, and procedures related to business operations and ensure financial compliance with federal, state and university policies and procedures.
Provide guidance to all MSU campuses on AP processing, 1099 reporting and unclaimed property.
Develop, administer, and communicate Accounts Payable Policies & Procedures.
Solve problems as needed for efficient and effective operations; coordinating between the divisions and central offices as needed; recommending, documenting, and facilitating implementation of process improvements.
Direct and supervise the monitoring and audit of purchasing cards transactions through Chrome River, including determination of audit scope for staff auditors.
Direct processing of travel payments in Chrome River and ensure that travel per diem and mileage rates are in accordance with policy. Submit travel rate changes to proper channels in a timely manner for update on the UBS website and timely communication to campus of changes.
Communicate appropriate process and policy changes to campus and create or modify processes to maintain efficiency, effectiveness, and compliance.
Responsible for effective staff management for a group or team of employees, including hiring, training and development and workflow.
Oversee the central Enterprise rental car process including establishing billing numbers for departments and ensuring charges on the central Enterprise pcard are corrected to appropriate departmental index.
Work with internal or external auditors to provide any requested information.
Well versed in University, State and Federal policy and regulations.
Ability to formulate a clear strategic vision for the ongoing growth and development of the accounts payable business processes.
Controlling the schedule and workflow of the staff and processes supporting the payment and auditing of expenses on the MSU campus, the Montana Agricultural Research Centers, Montana Extension Service, and Fire Services Training School.
Training and supervising staff to develop and maintain skills and expertise.
Communicating with faculty, staff and administrators to make determinations as to the allow-ability of expenses in unique circumstances.
Reviewing other accountants’ work for accuracy and final approval.
Researching issues with vendor statements and payments, resolving accounting discrepancies, composing correspondence as necessary, working with the State of Montana, outside banks, and vendors in a professional manner.
Training of staff throughout campus who are authorized to expend funds, including PIs on grants, departmental and deans’ office personnel.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in accounting, finance, business or related field an equivalent combination of relevant education and experience in lieu of a degree.
Demonstrated experience with Generally Accepted Accounting Principles, accounting practices, financial reporting, internal controls and IRS 1099 reporting regulations.
Demonstrated experience developing new processes and/or procedures for continuing compliance with changing regulations and to prevent errors or strengthen internal controls.
Demonstrated skills in organizational evaluation with an eye for increasing effectiveness & efficiencies and operational improvements.
Excellent communication skills and customer service and an ability to work with a range of stakeholders including faculty, staff and students.
Strong leadership and supervisory skills. Ability and experience to identify training and development needs, evaluate workloads and resources.
Experience with a complex accounting or accounts payable system.
Successful experience using analytical or interpretive processes and use of independent decision making to solve problems.
Knowledge and proficiency with Microsoft Excel to sort, analyze, format and summarize financial information.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Experience with fund or governmental accounting.
Experience with a complex accounting or accounts payable system.
Experience preparing IRS or other regulatory filings.
Certification or advanced degree, e.g., CPA / MBA / CFE .
The Successful Candidate Will
To perform this work, the Accounts Payable and Business Operations Manager must have:
Knowledge of accounting theory, preferably an accounting degree;
An understanding of the procure-to-pay process in a complex business system environment and have the ability to make decisions based on established policies and procedures and how they align with strategic priorities.
A drive to develop and implement creative solutions that faculty and staff can employ to meet their business needs while remaining in compliance with a complex regulatory environment.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? Yes
Posting Detail Information
Number of Vacancies 1
Desired Start Date Upon successful completion of search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on July 3 ,2024 ; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
Diversity Statement
Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.
MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html