Accounts Payable and Tax Manager

Accounts Payable And Tax Manager

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center's 21-acre Honolulu campus, adjacent to the University of Hawai'i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our Finance team is currently seeking an Accounts Payable and Tax Manager who can provide exceptional leadership and organization to the Center's disbursing operations. This position provides strategic guidance and manages critical functions including vendor payments, student and employee reimbursements, and other outbound financial transactions. Additional duties include the supervision and training of staff, managing workflows and deliverables with our established financial systems, and partnering with internal and external stakeholders to support financial integrity and service excellence.

Major Duties

Disbursement Operations

• Models appropriate behaviors and professional standards of conduct to ensure a high-performance, customer service-oriented work environment that supports the Center's mission, objectives, and values.
• Oversees all disbursement transactions and activities, ensuring payments are processed in an accurate and timely manner. Assumes standard transactional duties alongside Disbursing staff during unusual or busy periods.
• Oversees processing of payments in accordance with organizational policies and contractual obligations. Ensures payments are allowable and appropriate in accordance with applicable federal and state regulations, tax withholding requirements, and with the established terms and conditions set forth.
• Monitors staff output to maintain service levels and the progression of departmental projects and activities. Serves as the point of contact for complex discrepancies and issues that require additional research. Escalates critical problems to the supervisor for guidance and direction.
• Oversees the organization and maintenance of both physical and digital disbursing files and records including documents related to reportable vendor, participant, or employee payments, Executes file archival processes timely and in accordance with audit standards.
• Prepares and distributes federal and state tax forms as required by tax regulation authority.

Compliance and Internal Controls

• Recommends, maintains, and enforces internal controls both within the unit and across the Center to safeguard Center assets and ensure compliance with applicable regulations and audit standards.
• Ensures work and deliverables adhere to federal, state, and Center guidelines (e.g., grant compliance, tax reporting requirements, and procurement policies).
• Maintains up-to-date knowledge with federal and state agency disbursing regulations, federal travel, VISA, and IRS regulations, including the timely filing of W-2, 1099s, and other required reports. Communicates regulation changes and ensures staff are properly educated on how to apply changes towards their daily work.
• Provides technical and administrative support to the finance team during internal and external audits, including documentation and corrective action implementation in response to audit findings.
• Provides counsel and direction to programs regarding the classification and processing of expenditures related to travel arrangements, per diem allowances, foreign currency conversions, and other related travel expenses.
• Assists in the development of Center policies and procedures as it relates to disbursement, reimbursement, billing, and coding.

Financial Systems and Process Improvement

• Manages and optimizes disbursement workflows within the new Enterprise Resource Planning system (ERP) or other established financial systems. Supports the testing and implementation process to ensure optimum performance and accuracy.
• Identifies and maintains a cadence for reviewing and implementing process improvement opportunities that enhance the unit's efficiency, accuracy, and automation.
• Collaborates with the management and leadership teams to identify opportunities on system upgrades, integrations, and reporting enhancements.

Reporting and Analysis

• Coordinates the calendar year-end tax reporting for the Center.
• Prepares and reviews both regular and ad hoc reports related to all disbursement activities, aging, and cash outflows for management review.
• Reconciles related accounts and investigates discrepancies. Submits analysis and corrective recommendations to ensure accurate reporting to the General Ledger.
• Analyze both operational and financial trends within the industry and recommends improvements to the supervisor.

Personnel Management

• Supervises work and performance of designated staff. Sets work priorities, provides guidance, and directs workflow to ensure work is timely and accurate. Organizes work schedules and manages requests for time off in an appropriate and timely manner. Establishes workloads and assures work assignments fall within each position's work scope and adhere to collective bargaining agreements.
• Conducts performance evaluations that are timely, constructive, transparent, and unbiased. Provides coaching for performance improvement and guidance for career development.
• Oversees and facilitates the training of new staff within the unit. Maintains catalog of operational procedures and resources to assure training is informative, consistent, and effective.
• Interacts effectively and diplomatically in all areas of employee relations, always projecting a professional image while exercising the highest degree of confidentiality. Coordinates with HR in responding to employee concerns or complaints, performance issues, and/or inappropriate behavior.
• Attends supervisor training(s) as required.

The position may perform other duties as assigned.

Supervision: Works under the general supervision of the Controller. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments, handles problems and deviations as they arise, and may take some problems along with possible solutions to the supervisor for advice and approval.

The position will also provide direct supervision, guidance, and support to the Disbursing team and is expected to work effectively in resolving conflict and delivering outcomes when problems and deviations arise in a timely and appropriate manner.

Required Qualifications: A Bachelor's Degree in business administration, accounting, finance, or a related field; and at least three (3) years of progressively responsible work experience in finance or accounts payable that demonstrates the knowledge and ability to perform the major duties of this position. Experience should demonstrate a familiarity and understanding of state and federal tax regulations, as well as the capacity and understanding to motivate, resolve conflict, plan, organize, and delegate the work of others in a unionized work environment.

Demonstrated ability to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment, including computers, LCD projectors, and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, or other equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

Preferred Qualifications:

• Previous work experience working in a higher education, non-profit organization, or governmental environment. Supervisory or management experience preferred
• Knowledge of the principles, practices, techniques, and methods of managing a comprehensive accounts payable or disbursing program
• Knowledge of federal, state, and local regulations

Salary and Benefits of Working at the East-West Center

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits - The annual salary for this position starts at $84,700.09 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.