Senior Procurement and Payables Administrator at Research… · New York

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY).

The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries.

We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location:

RESEARCH FOUNDATION OF C.U.N.Y.

Bargaining Unit:

Yes

Summary:

 

The purpose of the Senior Procurement & Payables Administrator position is to support the procurement lifecycle and ensure timely and accurate procurement and accounts payable transactions for all types of non-payroll transactions. The incumbent will create, review, analyze, and process a broad variety of procurement and accounts payable requests and transactions

This position reports to the Manager of Procurement and Accounts Payable and will assist the department Manager in the development and implementation of Procurement & Payables policies and procedures related to procurement and payment processing and serves in an advisory capacity to other Procurement & Payables administrators.

The incumbent will be proficient in financial and procurement transactions, will have strong understanding of general accounting principles, will exercise substantial independent judgement in the fulfillment of duties and responsibilities, will demonstrate high personal integrity and ethical standards in handling financial transactions, and will ensure compliance with all relevant regulations and policies. The incumbent will timely and accurately process assigned procurement and accounts payable transactions, will identify and report business risks, and will contribute to organization's customer service excellence and overall financial performance.

The Department processes approximately 75,000 transactions for the total business volume of approximately $200M in non-payroll accounts payable and procurement annually for the sponsored programs of the City University of New York and has 25 staff members.

 

Responsibilities:

 

Procurement:

·       Review, verify, prepare, process requests for procurement of goods and services, including but not limited to purchase requisitions, purchase orders, supplier contracts, construction contracts, leases, travel services.

·       Ensure compliance with the RFCUNY procurement policy and procedures; federal, state regulations, policies, procedures; and sponsors' requirements.

·       Obtain additional documentation as needed in support of the transactions requested.

·       Review and verify fiscal reports, grant award documents, sponsor regulations and requirements.

·       Review and approve purchasing card transactions and reports; request and obtain additional supporting documentation as required. Follow up on late statement submissions.

·       Consult and coordinate with internal departments including Grants Contracts, Legal and Finance, as well as CUNY offices, as needed.

·       Research and respond to inquiries; troubleshoot and solve problems.

·       Track and expedite orders to ensure timely delivery.

·       Perform general data entries in the financial and related systems.

·       Perform supplier setup, maintain supplier records and assist in supplier onboarding.

·       Reviews vendor and transaction details for proper recording of 1099-reportable payments

·       Sets up and processes encumbrance records as required for recurring payments

·       Consults with Legal Department as required for determination of proper contractual basis for payment of personal services (payroll/sub-contract/ICA).

·       Researches and responds to inquiries and initiates problem solving.

·       Retrieves paid vouchers from files on request

·       Assists Manager of Procurement and Accounts Payable with implementation of policies and procedures related to procurement and payment processing

·       Serves in advisory capacity to Procurement & Payables Administrators and provides training as needed    

·       Other duties as assigned by Department Managers.

 

Accounts Payable:

·       Review, verify, prepare, process invoice payments, travel and business expense reimbursements, other A/P payment requests from suppliers and end-users, for accounting/disbursement action.

·       Set up and process recurring payments

·       Review and verify invoices and payment requests for accuracy and completeness.

·       Review and verify accounting information.

·       Obtain additional documentation as needed in support of requested payments.

·       Review supplier and transaction details for proper recording of 1099-reportable payments.

·       Match invoices to purchase orders and receiving documents.

·       Process payments in accordance with payment terms.

·       Reconcile supplier statements, resolve discrepancies, credit holds.

·       Ensure payees are compliant with applicable regulations and eligibility requirements.

·       Maintain accurate records of transactions, compliance and confidentiality.

Reporting, Analytical and Other:

·       Utilize RFCUNY's systems and available software (including but not limited to Excel) to generate relevant reports and metrics for end-users, suppliers, and internal use.

·       Analyze historical purchases, payments and records as needed / as requested.

·       Assist with year-end closing and reporting activities and audits.

·       Other related duties as assigned

 

Qualifications:

• Bachelor's degree in Business Administration, Accounting, Finance, Supply Chain Management or related field and at least 2+ years of relevant experience, or Associate's Degree in Business Administration, Accounting, Finance, Supply Chain Management or related field and 4+ years of relevant experience.

• Advanced technical and analytical skills and proficiency in office software

• Understanding of general accounting principles and ability to understand financial reports

• Familiarity with ERP or procurement systems such as Workday or Jaggaer preferred

• Ability to take leadership role when required, delegate work assignments, and provide training

• Supplier relationship management, contract management experience preferred.

Skills:

• Attention to detail and high level of accuracy

• Strong positive customer relationship skills

• Analytical and quantitative skills

• Advanced Excel skills

• Teamwork

• Customer focus

• Problem-solving

• Excellent organizational skills, time management abilities, verbal and written communication skills

• Ability to evaluate time-sensitivity of requests received and expedite accordingly

• Ability to work independently and collaboratively and manage multiple priorities in a fast-paced setting

• Ability to quickly learn and use complex enterprise systems and software

Pay Range:

$71,518.76 - $83,329.20

RFCUNY Benefits
RFCUNY Employee Benefits and Accruals (link to https://www.rfcuny.org/RFWebsite)

About the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement
The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.