Location: Woods Hole, Massachusetts
Woods Hole Oceanographic Institution is currently searching for a Manager, Accounts Payable. Reporting to the Director of Accounting, the Manager, Accounts Payable is responsible for the efficient and effective operation of all AP processes at the Institution to ensure accuracy and timeliness of data processing, compliance with Government regulations as it relates to AP processing, and, timely payment of liabilities in accordance with Institution policy and vendor terms. The Manager, Accounts Payable must understand and be able to leverage the ERP system as it applies to AP as well as the interfaces with other systems. Strong ERP system experience in a high volume AP processing environment is essential. This position requires strong collaboration across the Institution and provides daily leadership to the accounts payable team. Requires minimal direction; independent judgment and discretion exercised; unusual and/or unprecedented situations may be referred to senior colleagues for counsel and/or action.
This is a regular, full-time, exempt position and is eligible for full benefits. This is a hybrid position.
- Day to day supervision of Accounts payable team
- Ongoing training and development of accounts payable team
- Day to day operations of accounts payable to include:
- Operation of Institution central email inbox for all incoming vendor emails to include vendor invoices, vendor statements, vendor EFT processing, internal travel & expense requests, vendor payment queries, & distribution of all for processing to the AP team
- Timely response to invoice questions from vendors and/or WHOI community alike
- Daily review & posting of all AP batches
- Weekly operations of accounts payable to include:
- Preparation of check payment run to comply with funding & vendor terms
- Wire processing & recording to the ERP system
- Responsible for the WHOI Credit Card Program. This will include interface with Unanet Expense Reporting Software and JP Morgan Payment net Platforms. Anticipate the Institution's needs and requirements by keeping abreast of the travel and credit card trends and developments, commitment to customer service to support both science and administration. Work closely with colleagues in support of team cross-training and a general resource for all users of Accounts Payable, travel and credit card services
- Monthly AP-GL reconciliation & preparation of adjusting journals as needed.
- Monthly purchase accrual and cut off review
- Assist in annual Financial Statement Audit with specific responsibility for year end cut off accruals
- Ensure Audit compliance, utilize available tools to streamline processes with technology and update website with current processes/procedures
- Lead the Institution relationship with designated Travel Agency and management of Travel Program
- Lead the relationship with JP Morgan on the Institution Credit Card Program
- Assist with development and dissemination of policies and procedures. Measure the effectiveness of operations, including customer satisfaction, and proposed methods for continuous improvement through internal and external periodic feedback
- Provide continuing education to the WHOI community with the most current policies and procedures
- Demonstrate commitment to customer service working as part of the team to support both science and administration
- Perform other duties as deemed necessary
Education & Experience
- Bachelor's or Associate's degree in a related field.
- At least five (5) years with Procure-to-Pay applications and management/administrative experience.
- Must possess excellent computer skills, report writing and experience in financial systems.
- Participation with systems implementations/upgrades and audit compliance.
- Intermediate Microsoft Excel skills and experience working with all other MS Office programs; must have demonstrated spreadsheet and database skills.
- Ability to provide oversight, direction, and leadership to the team, and coordinates its actions with other teams within the Finance and Accounting Department and within the WHOI community.
- Strong verbal and written communication skills. Ability to work independently and under pressure.
Physical tasks include mostly sedentary with occasional prolonged standing/walking; use of hands for basic grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, and with others. Physical duties are subject to change.