Accounts Payable & Travel and Expense Lead

Virginia Community College System   Daleville, VA   Full-time     Accounting
Posted on March 13, 2024
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Accounts Payable & Travel and Expense Lead

Job Description
Innovation allows an organization to make the most of every dollar spent. At Virginia's Community Colleges System (VCCS), our compelling mission, our ambitious strategic plan and our fiscal realities challenge us to ensure that community college resources are maximized for the priority of student success and credential completion.

Nestled between the Blue Ridge and Appalachian Mountains, the VCCS Shared Services Center is centrally located to all 23 colleges in the VCCS, 43 miles from Blacksburg, VA, and a four hour drive from Washington, D.C. A vital part of the ever-growing Roanoke Valley, Daleville is a haven for tourists and residents alike. Within an hour's drive are the breathtaking Smith Mountain Lake, world-famous Appalachian Trail, and many other outdoor activities, including golfing, biking, and hiking. The thriving Historic City Market in downtown Roanoke and the Daleville Town Center and Performance Pavilion also host farmers markets, community and cultural events, and festivals throughout the year.

The VCCS Shared Services Center is an innovation strategy to advance the priority of student success, reduce the administrative burden on individual colleges, consolidate transaction-based functions, create economies of scale and improve backroom process efficiency. This work allows the VCCS to better focus resources on the students - helping them start their educational journeys, persist, and succeed.

The position will:

  • Oversee processing of supplier invoices, voucher requests, and stop/void payments in accordance with VCCS Shared Service Center Business Rules, Prompt Payment Act, and the Commonwealth Accounting Policies and Procedures (CAPP) manual.
  • Review and approve the set-up and maintenance of accurate supplier files in accordance with the Department of Accounts (DOA) including identification and related requirements for 1099 suppliers.
  • Review, monitor and close encumbrances in a timely fashion.
  • Resolve payment discrepancies and provide timely, courteous, and professional customer service to internal and external suppliers.
  • Perform the final audit, review and approval of travel and expense reimbursements in accordance with VCCS Shared Service Center policies, VCCS Travel Polices, and the Commonwealth Accounting Policies and Procedures (CAPP) manual.
  • Monitor T&E policy compliance, communicate non-compliance issues to management and address issues through training and process management.
  • Maintain proper internal controls to ensure accuracy of financial records.
  • Oversee and approve the processing of payments and/or reconciliations of Small Purchase Charge Cards (SPCC) on a monthly basis in accordance with VCCS SSC policies.
  • Support compliance procedures associated with regulatory authorities (e.g. Auditor of Public Accounts, VCCS Internal Audit, and the Department of Accounts).
  • Prepare management reports to communicate key metrics to SSC management and designated college/System Office personnel.
  • Provide training to colleges and the System Office to educate necessary personnel on Accounts Payable and T&E policies and procedures.
  • Assist in identifying and gathering requirements for system enhancements, maintenance packs, and upgrades.
  • Assist in creating and executing test case scenarios for system enhancement/development.
  • Identify and execute training opportunities and staff development.
  • Monitor work queues and redistribute workload as necessary in order to meet KPI’s and SLA’s.
  • Help management find innovative ways to use technology to become more efficient.
  • Maintain ARMICS documentation and enforce compliance with the controls.
  • Field escalation calls and Sales Force tickets.

Required KSA’s:

  •  Ability to communicate effectively with leadership regarding status and needs of their area.
  •  Ability to communicate effectively and accurately.
  •  Ability to be detail oriented in auditing payments, including ability to reconcile and check the accuracy of calculations/terms involving a variety of documents in the Accounts Payable and the T&E reimbursement processes.
  •  Ensure all disbursements are in conformity with state disbursement policies and procedures as stated in the CAPP Manual.
  •  Knowledge of computer information programs such as word processing, database, and spreadsheets.
  •  Ability to proficiently operate office equipment (e.g. calculator, personal computer, 10-key adding machine).
  •  Knowledge and experience of the accounts payable and the travel & expense processes.
  •  Knowledge and experience developing operating policies and procedures.
  •  Knowledge and experience of corporate card reconciliation and audit procedures.
  •  Strong interpersonal communication skills, both verbal and written.
  •  Ability to compose clear communications regarding complex situations.
  •  Sound judgement, strong attention to detail, and demonstrated experience resolving discrepancies effectively.
  •  Ability to multi-task with a high level of accuracy.
  •  Ability to work independently and as part of a team.
  •  PeopleSoft or other major ERP applications (i.e. Oracle, Lawson, Great Plains, SAP, etc.).
  •  Provide continued organization and maintenance of files.
  •  Ability to work effectively with a wide range of constituencies in a diverse community.

Minimum Qualifications:

  • Multiple years of high-volume Accounts Payable or equivalent education
  • Multiple years of high-volume Travel & Expense auditing experience
  • Experience leading and delegating daily operational tasks to maximize efficiency and ensure deadlines are met in multiple service areas (75% A/P, 25% T&E)
  • Experience processing and approving invoices for payment by matching the invoice to a Purchase order and Receiving report (3-way match) and identifying and resolving any discrepancies/exceptions
  • Experience with Microsoft Outlook, Word, and Excel
  • Experience with a Travel & Expense System (e.g., Chrome River, Concur, etc.

Additional Considerations:

  • Experience with state disbursement policies and procedures as stated in the Commonwealth Accounting Policies and Procedures (CAPP) Manual
  • Experience working with Oracle Administrative Information Systems (AIS) and the Commonwealth Accounting Systems (Cardinal)
  • Administrative experience with a Travel & Expense System (e.g., Chrome River, Concur, etc.)
  • Experience with Salesforce or similar Customer Relationship Management (CRM) ticketing software.
  • Higher education and/or government knowledge.
  • Working knowledge of eVA
  • Knowledge of the CAPP Manual Travel Regulations
  • Working knowledge of VCCS policies

To view the full job posting and apply, go to: https://jobs.vccs.edu/postings/71463

Additional Information

Hybrid telework available!

Sponsorship will not be offered for this position.

Special Instructions to Applicants
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800- 552-5019.

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

The Virginia Community College System, an EOE employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.