Accounts Payable Lead​/Accountant

OUR STATEMENT

The San Jose State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live.

The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

The Finance and Accounting Department of the San Jose State University Research Foundation provides financial and administrative support services to researchers. These services include purchasing, accounts payable, accounts receivable, cashiering, property, and general ledger. The accounts payable department is responsible for the accurate and timely payment of vendor invoices, business expense reimbursements, travel reimbursements, credit application processing, form 1099 processing, nonresident alien tax assessments, and compliance with federal, state, and sponsor agencies' guidelines.

As a member of the Finance and Accounting team, this position will be responsible for processing and coordinating the daily function of the accounts payable department. The accounts payable lead/accountant will provide financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by receiving payments, processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely, and accurate manner.

• Issue and amend purchase orders in compliance with Research Foundation, OMB, CSU, State, and federal regulations.
• Respond to inquiries and coordinate with campus and auxiliaries on payments and reconciliations.
• Conduct quarterly reviews and close inactive purchase orders.
• Resolve incomplete vendor and customer documentation for reconciliation and compliance.
• Maintain supplier records; coordinate tax withholding, nonresident screening, and 1099 classification.
• Review and process monthly purchasing card uploads.
• Manage the AP mailbox, assign invoices, and support AP staff with training as needed.
• Serve as backup to the AP Manager and assist with journals, W-9s, and year-end reporting.
• Prepare and review journal entries, including accruals, liability, and cost reclassifications.
• Prepare quarterly and annual census reports for the U.S. Department of Commerce.
• Review and submit annual unclaimed property reports to the State of California.
• Prepare and submit annual property tax exemption forms.
• Administer the Foundation's work-study program and act as liaison with University projects.
• Perform other duties as assigned.

• Reports to the accounts payable manager of the Finance and Accounting Department.
• Frequently works and interacts with department staff and managers, other Research Foundation co-workers, and university faculty and administrators.

None. However, as the lead, this position will oversee, assign, direct, and/or train the work of department AP specialists, under the supervision of the AP manager.

• Bachelor's degree in accounting, finance, or related discipline preferred.
• Minimum of five years of high volume full cycle accounts payable experience required.
• One year of experience in a university auxiliary environment or similar environment preferred.

• Thorough knowledge of applicable accounts payable/general ledger systems and procedures and financial chart of accounts.
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately.
• Strong attention to detail and accuracy of information.
• Proven ability to demonstrate organization, meet tight deadlines, and prioritize workload to achieve results.
• Knowledge of accounts payable best practices.
• Solid understanding of 1099 and 1042-S reporting requirements.
• Solid understanding of sales and use tax applications in accounts payable.
• Excellent written and verbal communication skills.
• Ability to work effectively and maintain cooperative working relationships with others.
• Working knowledge of current computer and office automation equipment.
• Proficient in MS Office (Word, Excel) and computerized accounting software (preferably experience with Workday).
• Ability to use initiative and sound independent judgment within established guidelines.
• Ability to organize work, set priorities, and meet critical deadlines with little supervision.

• Works under general supervision on specific assignments following established policies, procedures, and practices.
• Work is subject to regular checks and reviews to ensure compliance with procedures.