Director Accounts Payable
8728BR
Finance & Administration
Payroll & Accounts Payable Services
Job Summary
Please note: This is a Temporary Position: The initial appointment period is 20 months ending on February 1, 2026 and is conditioned on satisfactory performance as determined by the Controller’s Office. This appointment may be extended based on satisfactory performance and the needs of the Enterprise Resource Planning project. At the conclusion of the project, the position will end and your employment with RIT will be terminated.
Provide oversight and day-to-day direction for a high volume accounts payable operation to ensure timely, accurate and efficient payment of invoices, graduate research assistant (GRA) stipends, non-employee travel expense reports, and student refunds; including applicable tax reporting. Must have an in-depth understanding of the University’s procure-to-pay process including relationships with key suppliers and related systems and be able to act quickly to resolve issues related to payments. Ensure that payables functions are performed accurately, on time and in compliance with University policies and procedures. Act as a role model for and deliver excellent quality service to students, faculty, staff, and external customers.
Job Responsibilities
Major Responsibilities:
- Maintain appropriate staffing infrastructure in Accounts Payable and provide day-to-day direction and supervision to four (4) AP Specialists and (1) Accounts Payable Team Lead to ensure that all payments to suppliers, non-employee reimbursements, student refunds, stipend payments to graduate research assistants and participants, supplier set-ups, abandoned property reporting, and balance sheet reconciliations are processed timely, efficiently, accurately and in compliance federal regulations, when applicable. AP requests include purchase order invoices, invoice payment forms, GRA payment requests, and external supplier and internal invoice loaders. Payment types include check, ACH, wires and direct debit. Monitor payment backlog and invoices on hold and reallocate resources when required to meet deadlines. Work with the staff to identify and resolve issues as they occur and approve all necessary adjusting entries, as needed.
- Oversee the monthly and year-end payables close process ensuring that payables information is recorded in the general ledger and tasks required to support the monthly, fiscal year-end and calendar year end close processes, including the preparation of IRS Forms 1099 and 1042-Ss, are completed timely and accurately. Review transactional data to ensure that expenditures, capital items and prepayments to suppliers are recorded timely and in compliance with Generally Accepted Accounting Principles (GAAP) and Federal regulations, when applicable. Review and approve accrual and prepaid journal entries ensuring that expenses are recorded in the correct fiscal year.
- Perform a full range of payables responsibilities including: a) record transactions paid via wire transfer monthly prior to the month-end close; b) review reports prior to scheduled supplier payment runs for invoices on hold and work with AP Specialists to resolve; c) work with AP staff to process prepayments when required by the supplier and clear the balance sheet account when the goods/services have been received, ensuring that the payment is applied correctly to the purchase order. Act as primary liaison with departments across the University to address special circumstances and take appropriate action to resolve issues as they are identified.
- Design AP processes and procedures that ensure compliance with legal and regulatory requirements and University policies. Continuously review policies administered to ensure they are appropriate and up-to-date; propose modifications as needed; and effectively communicate policies and supporting procedures with departmental staff and University stakeholders. Manage the completion of the annual Management Self-Assessment testing and certification process and ensure that appropriate internal controls are in place to prevent and detect errors and/or compliance issues.
- Serve as the subject matter expert in transformation activities to upgrade existing and/or deploy new technology solutions for the AP organization, including harmonizing data across multiple technology platforms. Work collaboratively with other stakeholders in and outside the Controller’s Office to recommend and implement technology solutions to comply with new regulatory or legal requirements and/or University policies and procedures; streamline the AP process; and deliver an exceptional customer experience to internal and external stakeholders.
- Develop, track and disseminate payables productivity metrics including daily invoices processed by AP Specialists, error rates, invoices on hold, invoices processed per Specialist, etc. Address productivity with the staff issues as they occur and take steps to remove barriers to improving performance. Work collaboratively with other Controller’s Office staff responsible for the Procure to Pay Process to enhance the effectiveness and efficiency of the payables operation.
- Oversee the design and delivery of effective AP training to the university community. Develop alternative forms of training to better reach University stakeholders, including development of on-line training and knowledge articles for the RIT Service Center (RSC) to support the CTO/RSC partnership.
- Work with the staff responsible for developing and executing appropriate testing plans to ensure that program changes, patches, and updates to the AP application continues to perform as expected and in compliance with legal and regulatory requirements.
- Complete special projects as assigned by management.
- Participate in a minimum of 40 hours of training/professional development annually. Training must be applicable to the employee’s role current within the Controller’s Division with the intent of enhancing overall knowledge as well as the specific skills, whether functional or technical, required to perform successfully in the position.
Required Qualifications
Education/Experience:
- BS in Accounting or Business Administration; or equivalent combination of education and applicable experience
- Eight to ten years’ experience in accounts payable and in a customer focused environment
Skills:
- Must possess a solid understanding of (GAAP) including prepaid transactions and accruals as well as IRS tax regulations.
- A full understanding of the procure-to-pay process including supplier relationships, impact of the payables operation on the university’s working capital, industry best practices and technology driven processes
- Prior supervisory experience required, with preference given to those individuals who have worked in a high volume, work-team based setting.
- Knowledge of a financial enterprise system and the procure to pay modules required, the Oracle Financial applications, preferred, with PC based computer skills and proficiency in Microsoft Office including Word and Excel, required.
- Must be highly organized with excellent time management skills and be able to work in a fast paced environment.
- Must be able to manage multiple priorities, work independently, and analyze and interpret information, including payables key performance indicators, to make sound business decisions.
- Must possess strong written and verbal communication skills and exercise professional judgment in carrying-out assigned responsibilities required.
- Must be able to engage in crucial conversations with employees.
Preferred Qualifications
MBA and/or CPA preferred
Required Minimum Education Level
Bachelors or Equivalent Experience
Work Location
Henrietta Campus — 100%
Shift
A
Wage Band
122A
FLSA Category
Exempt
Employment Category
Fulltime
Required Application Documents
Cover Letter, Curriculum Vitae or Resume
What do we believe at RIT?
Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.
As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).
Department/College Description
Finance & Administration
Controller's Office
Payroll & Accounts Payable Services
How To Apply
In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff. Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.
Additional Details
In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to hr@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
Hourly/Salary Minimum
79100
Hourly/Salary Maximum
132500