Job No. 514898 Assistant Director for Payment Services

Employer
California State University, Bakersfield
Location
California, United States
Salary
Salary Not specified
Posted Date
Nov 29, 2022

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CLASSIFICATION TITLE: Administrator II

UNION CODE: M80

FT/PT: Full-time

PAY PLAN: 12-month

SALARY RANGE: Commensurate with education and experience. The anticipated hiring salary range will be $6,833 - $7,083.

CSU CLASSIFICATION SALARY RANGE: $4,583 - $14,713

PAY BASIS: Monthly

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT:

FOR PRIORITY CONSIDERATION, applications must be received by June 7, 2022; however, the position will remain open until filled.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy [calstate.policystat.com] and questions may be sent to hr@campus.edu.

POSITION PURPOSE: Under the administrative direction of the Assistant Vice President, Business Services and Chief Procurement Officer, the Assistant Director for Payment Services oversees and implements comprehensive Accounts Payable and Travel Programs for the University. The Assistant Director for Payment Services manages the day-to-day operations of the Payment Services Department, leads a team of support staff, and acts as a strategic partner to support the mission and vision of the campus and CSU system.

DUTIES & RESPONSIBILITIES:

Payment Services Department Oversight and Leadership:
  • Oversee and implement comprehensive Accounts Payable and Travel Programs for the University and manage the day-to-day operations of the Payment Services Department.
  • Manage Payment Services departmental budget.
  • Ensure accurate and timely payments including wire transfers, procurement cards, travel cards, checks and electronic payments. Communicate with staff to be aware of any problems or delays. Reconcile general ledger accounts to be aware of any unreconciled items.
  • Review and approve all control groups (group of vouchers) before they are sent for payment. Verify there is a payment request for each voucher, and that the payee name and dollar amount match the paperwork. Approve and submit the groups in time for the check run and train department Leads to assist with process as backup when needed.
  • Ensure all processes are completed by month-end and that deadlines are met.
  • Provide primary oversight of the University's travel and travel credit card program and assist in the supervision of campus' Procurement Card Operation
  • Supervise 1099MISC tax form process by ensuring forms are mailed to vendors and electronic files are submitted to the IRS by the annual January 31st deadline.
  • Oversee the Concur travel system and associated campus training through attending applicable CSU conference calls, working closely with Travel Lead to train department staff so they can assist in providing campus wide training, and writing, modifying, and distributing training materials to the campus.
  • Interpret Federal, State, local, and CSU policies and procedures and ensure compliance while communicating updates and important information to Payment Services staff and campus stakeholders.
  • Annually review departmental policies and procedures for accuracy and revise as needed through monitoring Chancellor's Office (CO) communications ensuring CSUB Payment Services polices and procedures match the CO's. Notify and train Payment Services staff on any changes/updates to applicable laws, regulations, and/or campus policies and procedures.
  • Annually review and update all departmental forms. Work with IT and ISEE to ensure they satisfy customer needs and meet audit requirements.

Payment Services Staff Supervision/Management:
  • Directly supervise and lead department leads and staff through selecting, evaluating, and disciplining as needed. Plan, organize, and direct others in their work while providing leadership and encouragement of staff growth, cross-curricular experiences, and increased responsibilities.
  • Determine short and long-range staffing requirements in collaboration with the Assistant Vice President, Business Services and Chief Procurement Officer. Complete appropriate hiring forms, draft interview questions, assemble hiring committees, and final recommendations to the AVP, Business Services and Chief Procurement Officer.
  • Train Payment Services department Leads and staff in procedural and/or technical matters.
  • Meets with Payment Services department Leads and staff to plan their career goals and progression.
  • Answers staff and campus questions and/or delegate to Payment Services Department Leads.
  • Provide performance management of Payment Services staff through coaching, motivating, assessment of performance, training, and constructive feedback.

Strategic Partner:
  • Act as a strategic partner by collaborating with IT, Procurement, the Chancellor's Office, and other campuses for the implementation of Procure to Pay as well as other projects related to strategic sourcing.
  • Accomplish strategic goals for Payment Services.
  • Attend conference calls or meetings regarding CSU projects involving Payment Services.
  • Provide advice and recommendations regarding resolutions and paths to get best results of projects related to Payment Services.
  • Listen to opinion of others and negotiate through constructive conversations to come to an agreement on ideas and projects.
  • Document important information and notes and share important information with management and staff as needed.
  • Complete any necessary questionnaires needed for projects.
  • Allocate department resources for implementation and testing of systems.
  • Document new systems and processes and develop campus training documentation.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Bachelor's degree from an accredited college or university with major course work in Accounting, Finance, Purchasing, Business Administration, Public Administration, or related field preferred and five (5) years of recent progressively responsible payment services experience in the private or public sector, or a university administrative environment. Experience should include previous supervision and leadership of staff.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) –
  • Regular and reliable attendance is required and the flexibility to work remotely on occasion is available for this position.
  • Must be familiar with bargaining unit contracts and apply regulations appropriately.
  • Ability to lead diverse teams to support the operational mission and vision of the University by fostering an ethical and inclusive working environment.
  • In-depth knowledge of a major Enterprise Resource Planning (ERP) system.
  • Working knowledge of financial record-keeping, timekeeping, and complicated analyses.
  • Strong working knowledge of Generally Accepted Accounting Principles (GAAP) and how the accounts payable sub-ledger operates.
  • Strong experience reading and interpreting tax regulations, code and policy.
  • Demonstrated ability to interpret and apply guidelines and procedures independently.
  • Independently handle and track multiple priorities and projects with frequent interruptions.
  • Ability to work within a high-paced environment with shifting priorities, requiring flexibility.
  • Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
  • Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
  • Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
  • Excellent communication skills and the ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
  • Thorough knowledge of English grammar, spelling and punctuation.
  • Ability to interpret, communicate and apply policies and procedures.
  • Demonstrated ability to maintain a high degree of confidentiality.
  • Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
  • Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
  • Working knowledge of, or ability to quickly learn University infrastructure policies and procedures

PREFERRED QUALIFICATIONS:
  • Master's degree in Accounting, Finance, Purchasing, Business Administration, Public Administration or related field.
  • Strong working knowledge of Generally Accepted Accounting Principles (GAAP)
  • Strong Accounting experience, including reconciliations.
  • Experience with PeopleSoft and Oracle software.
  • Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Limited: The person holding this position is considered a limited mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised July 21, 2017.

CONFLICT OF INTEREST: A "designated position" in the CSU's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.


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