Hiring Procure to Pay Manager!

Position Summary:

The mission of Pierce College is to create quality educational opportunities to a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college. We work to ensure that every student in the Pierce College District feels valued, respected, and inspired to achieve their goals. We provide a brave space for Black, Indigenous, Persons of Color (BIPOC), LGBTQ/QTPOC students, students with disabilities, and all students and staff to seek refuge, and an opportunity for them to cultivate their strengths, intelligence, resilience, and creativity.

The Procure to Pay Manager for the District oversees purchasing, accounts payable, receiving, and printshop functions. This position serves as the expert in procure-to-pay processes and directly supervises the Procurement & Supply Specialist 4 for Purchasing, the Fiscal Specialist Supervisor for Accounts Payable, and the Program Support Supervisor for Receiving and Printshop.

The Procure to Pay Manager is responsible for developing, implementing, and maintaining internal controls related to the acquisition, receipt, and payment of goods and services for the District. This includes interpreting accounts payable, providing guidance to staff and administrative personnel on compliance, and ensuring that processes align with best practices for efficiency and accountability.

The Procure to Pay Manager also provides consultative services and training to staff on complex procurement and accounts payable issues, supporting the overall success of the District.

Additionally, this position actively leads, supports, and engages in Pierce College’s goals for equity and inclusion in order to create and maintain a workplace that supports and respects accessibility, equity, inclusion, and diversity.

Essential Functions:

Purchasing

Responsible for overseeing the operations of Purchasing, including overseeing the accuracy of purchase records, contracts, or supplier information.

Assists in the development of policies and procedures related to Purchasing business processes and functions.

Oversees reconciliation and month-/year-end processing for Purchasing.

Accounts Payable

Responsible for overseeing the operations of Accounts Payable, maintaining security, accuracy, and proper handling of data related to financial transactions and performing Accounts Payable reconciliation.

Assists in the development of policies and procedures related to Accounts Payable business processes and functions.

Oversees month-/year-end closing processes for Accounts Payable.

Reviews and approves all payment and all reports produced in Accounts Payable, handles complaints from vendors concerning past due payments; works closely with Purchasing department in resolving situations.

Leadership & Supervision

Provides management guidance to staff for long-term fiscal cyclic requirements. Determines deadlines and plans staffing requirements for special fiscal projects.

Initiates and develops fiscal management reports as required for effective accounting and management practices.

Interviews and hires applicants, trains new employees, assigns and schedules work, acts upon leave requests, conducts annual performance evaluations and recommends necessary disciplinary actions.

Provides opportunities for individual skill development and knowledge through training, coaching, and meaningful and timely evaluation.

Additionally, oversees the District Receiving, Print Shop, and Courier services department.

Focuses employees’ attention on their contributions to District attainment of its vision, mission, and values.

Policies & Procedures/Communications & Relations

Participates in and serves on various committees throughout the District and State as required. May serve on system-wide or statewide task forces or committees.

Serves as liaison and/or assigns other staff to participate with and advise department administrators regarding accounting rules and policy interpretation for Accounts Payable, Purchasing and related compliance issues.

Fosters partnerships with other colleges in Pierce County and/or statewide, as appropriate to topics of interest to the district.

Provides guidance, direction, and training to district departments on Accounts Payable and Purchasing policy and procedure to enhance district effectiveness and customer service.

Develops and maintains District policies and procedures to ensure compliance with State and Federal laws and regulations, and community college system fiscal policies.

Recommends changes in policies/procedures to serve the best interest of the District

Reporting

Ensures appropriate Fiscal Services staff meet internal and external reporting requirements in a timely manner. This includes, but is not limited to; the State Auditor’s Office, the Office of Financial Management, the State Board for Community and Technical Colleges, and the Internal Revenue Service.

General Accounting

Performs financial analysis and reconciliation duties to ensure accurate recording, updating, and reporting for designated type of transactions.

Participates in accounting month/annual end closing to ensure accurate and timely recording/reporting of financial information.

Prepares complex journal entries for accruals, transfers between accounts, funds or departments, adjustments and reallocation of salaries, wages and/or benefits.

Team Work

Participates with and serves as backup for other Fiscal Services activities, including but not limited to: mailing of Refund, Accounts Payable, Payroll, and Financial Aid checks.

Completes special projects as assigned by the Director of Fiscal Operations and/or the Associate Vice President of Fiscal Services.

In the event that the College may be faced with an institutional emergency, this position may be required to remain at their work location or report to work to protect, recover, and continue operations of the college.

Required Education:

Associates degree in accounting, finance, business management, or other relevant areas of study OR equivalent years of experience working in accounting, auditing, or budgeting. For an Associates degree, the equivalent work experience is two (2) years.

Required Experience:

Experience in accounting, auditing, or budgeting

Experience working with an Enterprise Resource Planning (ERP) accounting system and the Microsoft Suite of products (Word, Excel, Outlook).

Experience monitoring expenditures and reconciling funds and accounts.

Comprehensive understanding of generally accepted accounting principles (GAAP)

Special Requirements:

For roles in finance or roles with cash handling requirements, the successful candidate must consent to and pass a credit check after a conditional offer of employment. Information from the credit check will not necessarily preclude employment but will considered in determining the applicant's suitability to perform in this position.

The successful candidate must consent to and pass a criminal background check after a conditional offer of employment. Information from the background check will not necessarily preclude employment but will considered in determining the applicant's suitability to perform in this position.

Required Competencies: Knowledge, skills, abilities, traits and characteristics:

Job Knowledge

Understanding of Generally Accepted Accounting Principles (GAAP), Family Education Rights and Privacy Act (FERPA), and any applicable Office of Financial Management (OFM), State Board for Community and Technical College (SBCTC) or Washington State laws as outlined in the Revised Code of Washington (RCW). Utilization of the previously referenced items is outlined in the State Administrative & Accounting Manual (SAAM) or the SBCTC Fiscal Affairs Manual (FAM).

Knowledge and understanding of Governmental Accounting Standards Board (GASB) fund accounting practices is preferred.

Ability to monitor and review input and output of financial data, and develop fiscal queries and reports.

Ability to interpret and explain applicable state and federal regulations.

Equity-Minded

Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds and educationally diverse populations.

Leadership

Strong coaching and mentoring skills, including the ability to encourage, inspire, and support employees in achieving the district’s mission and their individual professional goals.

Strong positive interpersonal skills including the ability to work collaboratively and be a team-oriented leader.

Works effectively across organizational lines to create and nurture a safe, bias-free working environment which engenders respect for all individuals and for their differences.

Technological Skills

Proficiency with Microsoft Excel and Microsoft Word

Application Process:

To be considered for this position, applicants must

Meet the required qualifications as outlined in this announcement.

Complete the online application profile and apply for the specific job opening at: https://www.pierce.ctc.edu/hr

Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)

Upload (attach) detailed résumé of all educational and professional experience.(Résumé)

Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to submit copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.html (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)

Upload (attach) a list of at least three professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)

Provide a response to the following question: (Supplemental Question) "How does this position impact the College's goal to support all students and efforts to move Black and Brown student excellence forward?"

Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.