Assistant Controller - Procurement and Payment

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Job Descriptions

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General Information
Position Title:	Assistant Controller - Procurement and Payment
Control Number:	001033
Reports To:	001565
Department Name:	Controller's Office
Location:	Controller's Office
Date Prepared:	Mar-05
Exempt:	Yes

Primary Purpose

The Assistant Controller has broad responsibility for the procurement and disbursement functions at the College, including purchasing, accounts payable, and payroll.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

The Assistant Controller has overall accountability and responsibility for the purchasing function. This responsibility includes the timely procurement of goods and services for the best price and best quality, utilizing the Vermont State contract, preferred vendors relationships and contracts - but also keeping in mind the College's responsibility to local and minority-owned vendors.

The Assistant Controller has overall responsibility for purchasing contract review and compliance in order to protect the best interests of the College. This responsibility includes review of contracts to ensure: competitive quoting was used (where necessary); specific requirements of a contract are present; appropriate review and signing authority is present; adequate insurance provisions are contained in the contract.

The Assistant Controller has overall responsibility and accountability for the administration of the College's procurement card program. This responsibility includes the development and maintenance of the procurement card program; relationship management of the procurement card provider; training of users of the program; awareness campaigns to vendors online monitoring of expenditures to ensure that the expenditures are business-related; in collaboration with the accounting and financial systems staff - the posting of transaction to the general ledger; in collaboration with the accounting staff the development and maintenance of a routine audit function to test appropriateness of transactions.

The Assistant Controller has overall responsibility and accountability for the management of accounts payable. This responsibility includes the timely and accurate processing and payment to vendors, service providers, and employees, availing the College of cost reduction opportunities via vendor discounts.

The Assistant Controller has overall responsibility and accountability for the payroll function, by directing the work of the payroll manager, including the accurate and timely processing of payroll; W-2 reporting; federal, state and other related tax filings; and other reporting requirements as needed.

B. SPECIFIC DUTIES: The duties that are performed and the approximate percentage of time devoted to each annually.

50% Timely procurement of goods and services for the best price and best quality. Purchasing

contract review and compliance in order to protect the best interests of the College.

Administration of the College's procurement card program

30% Administration of the payroll function, by directing the work of the payroll manager.

10% Administration for the timely and accurate processing and payment to vendors, service providers, and employees.

10% The Assistant Controller will manage business process improvement initiatives as

directed by the Controller.

C. RELATIONSHIPS: The types of people inside and outside of the College that are contacted regularly as part of the job responsibilities. For individuals outside the College indicate name of function and type of organization.

TYPE OF CONTACT PURPOSE AND NATURE OF CONTACT

Staff

Direct and supervise purchasing, accounts payable, and payroll work.

Associate Controller

Collaborate with the Associate Controller during monthly and fiscal closings; perform analysis to explain vendor purchasing/payment trends.

Fiscal Auditors

Provide data, information, and reports in response to auditor inquiries.

College Community

Provide information regarding paychecks and direct deposit, vendor payments and employee reimbursements, procurement of goods and services, and procurement card.

Budget Office

Perform analysis to explain vendor purchasing/payment trends.

Taxing Authorities

Report tax information to Federal and State agencies.

Human Resources

Collaborate with Human Resources to correct defects and ensure quality in the HR/Payroll process.

Assistant Controller - Tax and Grants & Contracts Accounting

Collaborate with Assistant Controller to resolve tax-reporting issues.

Education & Training

Bachelor's degree in accounting, business, finance, or other related field, plus professional certifications (CPM, etc.) or graduate degree in business or finance. A thorough working knowledge of purchasing, accounts payable, and payroll principles and related regulations.

Experience

Five or more years management experience in a business environment with significant interpersonal contacts requiring independent professional judgment; Higher Education finance, purchasing and accounts payable, and payroll; BANNER Finance and project management; Microcomputer operations including database, spreadsheet and word processing.

Knowledge

Strong verbal and written communications skills; ability to articulate strategies and implement policies; budget management; demonstrated ability to organize information, time and widely disparate priorities and complex issues so as to accomplish multiple, on-going and unrelated time critical tasks.

Other

Familiarity

EQUIPMENT/MACHINERY USED: All normal office equipment including microcomputers.

PHYSICAL REQUIREMENT: Good health, physically able to access all areas of the campus, both for routine visits and during emergency incidents.

The Assistant Controller is a key person on the Controller's management team that is responsible for the procurement and payment of goods and services for the College, as well as the payment of salaries and wages to all College employees. Accordingly, the Assistant Controller must have well-developed interpersonal and human behavior skills to communicate effectively the importance of adhering to procurement policies, competitive quoting process, contract review and compliance, timely and accurate transaction processing, and improving business processes. Also it is important to gain the cooperation of the many diverse departments in order to coordinate efforts to accomplish the goal of streamlining processes, and providing exceptional service to constituents.

The Assistant Controller comes in contact with many different personalities and types of people. The goodwill of the College must be reflected to all who come in contact with the Assistant Controller, while utilizing appropriate measures to preserve the College's rights, resources, financial integrity and reputation in every instance. The Assistant Controller is routinely involved in highly sensitive matters; errors in judgment could adversely affect the financial integrity and the reputation of the College.