Accounts Payable Assistant Manager

Associated Students UCLA, as a responsive student-centered organization, provides innovative and excellent services, programs, products, and facilities for the entire UCLA community. ASUCLA was created when the campus first opened in 1919. Even in the very early years, ASUCLA meant student government, student publications, and student services such as a bookstore and cafeteria. Today, ASUCLA has evolved into a four-part organization. These four entities collectively make up the largest student association in the country. The four entities are:

• Undergraduate Students Association - elected representatives of the undergraduate student body.
• Graduate Students Association - elected representatives of the graduate student body.
• Student Media - this includes the Daily Bruin, UCLARadio.com, the Bruin Life Yearbook, and seven different magazines.
• Services & Enterprises - this division is designed to meet the everyday needs of students and the campus community. Major divisions are the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing.

Goals of Associated Students UCLA:
Products - To provide essential and convenient items that are easily accessible, of high quality, and low cost, including, but not limited to, academic support, food, trademark merchandise, and convenience products. In addition, to continue evaluating the utility and convenience of all products to make improvements that will best serve the UCLA community.

Facilities - To provide a welcoming environment that contains as much space as possible for the optimal functioning of general academic support, student governments, student organizations, and social gatherings. To have state-of-the-art venues for programming and efficient, aesthetic, and multi-functional commercial outlets.

Programs - To provide and support a diversified array of programming by prioritizing student-run, student-initiated, student-centered programming that reflects the needs of the campus community in order to enhance educational, cultural, and developmental social interaction.

Services - To provide an outstanding level of support to student government, student groups, and student programs through the state-of-the-art office and community spaces, and by providing adequate financial resources and personnel to ensure an active and vibrant campus life.

Accounts Payable Assistant Manager
Salary Range: $60,000- $65,000
Department: Accounts Payable

Summary of Key Responsibilities:

Under the direction of the Accounts Payable/Receivable Manager, assists in month-end closing activities and vendor relations issues. Responsible for the processing of books, expense and resale invoices to ensure that we have appropriate documentation and approval prior to payment according to policy. Verification of purchase orders; matching of invoices for processing and input; production of the weekly vendor payment run; stop payments; preparation of supporting documents for the bank; manual check input, ACH payments, and check runs; maintain files and documentation in cloud-based document management systems and shared drives; assists other A/P staff in solving expense and resale invoice issues. Lead ACH payment setup, payment execution, and resolution, including file generating and uploading ACH batch files to corporate bank portals; troubleshooting ACH batch files to ensure data fields meet strict bank specifications; investigate returns/failed ACH transactions, collaborate with banks/vendor to resolve routing/payment issues, and ACH testing in ERP account updates. Review invoices for sales and use tax applicability. Maintaining the vendor list including setting up new vendors. Respond to questions from vendors and internal departments in a timely manner. Reconcile vendor statements, research and correct discrepancies. Performs analysis/reconciliation of data entry using system generated reports. Prepares 1099 forms and journal entries. Hiring, scheduling, training, evaluating and counseling staff. Performs special assignments as requested and assists in other areas of the Division.

Qualifications:

Requires 2+ years high-volume Accounts Payable experience preferably in a retail environment. Must be familiar with a computer-based system, NetSuite or cloud-based ERP experience a plus. Understanding of NACHA rules and internal controls for positive pay. Experience must demonstrate: strong knowledge of A/P practices; effective handling of a variety of priorities and timeliness; attention to detail and accuracy in performing work; knowledge of general accounting principles; organized in managing, scanning, and retrieving files for audit and compliance purposes; effective communication with diverse groups/individuals; excellent customer service skills; effective supervision skills. PC Word & Excel proficiency required. Keyboard skills of 50+ WPM preferred. BA/BS required, or the equivalent combination of education and experience.

Supervises:

Supervising professional and part-time/student staff

Physical Requirements:

Frequent walking, standing, sitting, bending, stooping and reaching, occasional lifting up to 30 lbs.

Background Verification:

Fingerprinting Background Verification required.