(Hybrid) Regional Accounts Payable Analyst – WVU Keyser

The Finance and Operations Department at West Virginia University is currently
accepting applications for a Regional Accounts Payable Analyst.

About the Opportunity

This position
will perform various procurement and financial related duties servicing both WVU Regional campuses located in Keyser and Beckley. This
individual will predominately be responsible for procurement and payment services among other responsibilities such as budget management,
spend forecasting, lease and contract management, management of P-card programs, cost allocation, and compliance and payroll backup. The
individual will also assist the WVU Keyser Campus Athletics operations directly related to all purchasing needs. This position reports to
the Business Planning Officers on the Keyser campus and the Beckley campus.

We strongly believe in work-life balance and keeping time
for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave
  (vacation) days per year (employee
  leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your
  family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including
  immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers
  a range of health insurance and other
  benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other
  retiree perks. Looking for more retirement benefits
  information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You’ll Do

• Procurement and Payment Services/Finance
  • Manage
    procurement related activities for the regional campuses in accordance with University guidelines, practices, policies and
    procedures.
  • Explain procurement methodology to campus personnel through training and instruction. Provide clarification,
    interpretation of procurement concepts.
  • Develop understanding of department procurement needs through consultation with campus
    personnel, evaluate needs to determine procurement options, designate appropriate course of procurement action
  • Monitor procurement
    requisition activity of campus Requestor(s) in the University system
  • Review procurement requisitions for fiscal/budgetary accuracy,
    approve if appropriate.
  • Communicate University procurement requirements and processes to prospective suppliers
  • Provide
    suppliers with the sales tax Certificate of Exemption to substantiate the exempt status of the University and its campuses for goods and
    services procured.
  • Facilitate and coordinate interaction between campus Requester(s) and University Buyer(s) to provide information
    for, clarification of, and resolution to issues which impact the procurement process
  • Manage payment activity for the regional
    campuses in accordance with University guidelines, practices, policies and procedures
  • Integrate work effort with University Payment
    Services unit to facilitate payment of invoices
  • Evaluate invoices to determine appropriate payment action, i.e. purchase order
    match, essential service direct pay and employee reimbursement in addition to others and advise employees on best course of action and
    assist when needed
  • Maintain amicable and professional relationships with suppliers regarding payments, respond to supplier
    inquiries
  • Prepare and submit service agreements for outside contractors or vendors
  • View invoice status within University
    system (pending, paid, etc). Create, edit and review requisition information within system and respond appropriately to ensure timely
    payment to suppliers
  • Follow-up on unpaid transactions, research open documents for errors, lost transactions, or late processing;
    process appropriate adjustments to ensure account balances; and track open orders
  • Provide regular policy and procedure updates to
    faculty/staff on accounts payable regulations as needed
  • Create and maintain office files and ensure filing system is current and
    accurate; ensure invoices, foundation, grants and accounting records are in compliance reviews and audits
  • Run monthly budget and
    expenditure reports to audit, review, analyze, and interpret fiscal activities for various departments and provide corrective action to
    departments when necessary
  • Prepare financial forecasts and trend analysis for campuses operating expenses
  • Ensure travel
    activities on campuses are in accordance with University policy
  • Administer and supervise the University P-Card program for the
    regional campuses in accordance with its unique guidelines, practices, policies and procedures
  • Serve as the University Departmental
    Card Coordinator (DCC) for the regional campuses EBO
  • Collaborate with the University P-card administration unit to establish program
    training access for prospective participants, process application and maintain program accounts
  • Review P-Card transactions of
    program participants for compliance, prepare notice of finding for participants designated as non-compliant.
  • Analyze and evaluate
    dollar volume activity to determine appropriate credit levels for participants, adjust levels as needed
  • Notify all personnel of
    significant and relevant changes or amendments to the P-Card program.
  • Process cardholder documents (cardholder applications,
    agreement forms, and/or maintenance forms)
  • Assists regional campuses Business Planning Officers with overseeing University capital
    budgets and strategic developments
  • Manages and tracks University capital spending plans to ensure University stays within budget and
    in compliance with Capital spending policies and procedures
  • Provide on-going reports to executive management with regard to budget
    vs actuals
  • Performs internal transfers and bank to bank transfers when necessary to ensure accurate financial
    reporting
  • Coordinates with WVU Facilities Planning and Management and PCPS to ensure procurement needs are met in relation to
    capital project timelines
  • Responsible for tracking utility and other costs for auxiliary units on campus and the applicable
    allocation bill back
  • Tracks and provides financial reports to executive staff as needed in relation to various University wide costs
  • Provides spend analysis on both direct and indirect costs campus wide
  • Ensures all costs are charged to the appropriate
    departments through the University bill back process whether it be monthly or quarterly
  • Ensure all units are in compliance with
    Foundation payment and purchasing policies with Foundation card, invoices, and reimbursement requests
  • Provide Foundation financial
    reports as requested and audit for fund compliance and accurate fund balances
  • Request establishment of Foundation backbills and
    monitor encumbrances for accurate fund balances
  • Act as point of contact for all purchasing and payment policies and send
    communication to the campuses when policy changes occur
  • Remain up to date on GASB, state, and Federal policies
  • Maintain all
    lease activity for the campuses and provide necessary information for audit purposes
  • Monitor and reconcile all contract activity for
    the campuses and ensure all departments are in compliance with contract requirements
  • Assists regional campuses Business Planning
    Officers development and application of internal controls, policies and procedures, and provide other support as needed
  • Sustain a
    high level of customer service within the University community and with constituencies external to the University
  • Foster an
    environment of professionalism, adhere to high ethical standards and confidentiality, exercise discretion in all areas and levels of
    workplace activity
  • Attend and participate in appropriate training and professional development sessions
  • Promote
    collaborative and cooperative workplace relationships within the University community
  
  
• Athletics
  Operations
  • Oversee all payment and purchasing activity for the WVU Keyser campus athletics
  • Facilitate service
    agreements with/for external vendors and contractors on campus
  • Initiate all invoice payments and determine appropriate payment
    method in accordance with University policy, including catalogue and non-catalogue orders
  • Initiate Foundation invoice payments and
    ensure all Athletic fund activity is recorded appropriately, providing fund activity reports to the Athletic Director as
    requested
  • Ensure that all invoice requests from the Athletic teams do not exceed University budgeted funds
  • Assist the
    Athletic Director in collection of funds as needed for Athletic events and camps
  
  
• Other Duties
  
  • Assist with Payroll Processing as needed and act as additional back-up support
  • Performs special projects and
    miscellaneous job-related duties as
    assigned.