Senior Procurement and Payables Administrator

About the role

The purpose of the Senior Procurement & Payables Administrator position is to support the procurement lifecycle and ensure timely and accurate procurement and accounts payable transactions for all types of non-payroll transactions. The incumbent will create, review, analyze, and process a broad variety of procurement and accounts payable requests and transactions This position reports to the Manager of Procurement and Accounts Payable and will assist the department Manager in the development and implementation of Procurement & Payables policies and procedures related to procurement and payment processing and serves in an advisory capacity to other Procurement & Payables administrators. The incumbent will be proficient in financial and procurement transactions, will have strong understanding of general accounting principles, will exercise substantial independent judgement in the fulfillment of duties and responsibilities, will demonstrate high personal integrity and ethical standards in handling financial transactions, and will ensure compliance with all relevant regulations and policies. The incumbent will timely and accurately process assigned procurement and accounts payable transactions, will identify and report business risks, and will contribute to organization's customer service excellence and overall financial performance. The Department processes approximately 75,000 transactions for the total business volume of approximately $200M in non-payroll accounts payable and procurement annually for the sponsored programs of the City University of New York and has 25 staff members.

Responsibilities

• Procurement:
• Review, verify, prepare, process requests for procurement of goods and services, including but not limited to purchase requisitions, purchase orders, supplier contracts, construction contracts, leases, travel services.
• Ensure compliance with the RFCUNY procurement policy and procedures; federal, state regulations, policies, procedures; and sponsors' requirements.
• Obtain additional documentation as needed in support of the transactions requested.
• Review and verify fiscal reports, grant award documents, sponsor regulations and requirements.
• Review and approve purchasing card transactions and reports; request and obtain additional supporting documentation as required. Follow up on late statement submissions.
• Consult and coordinate with internal departments including Grants Contracts, Legal and Finance, as well as CUNY offices, as needed.
• Research and respond to inquiries; troubleshoot and solve problems.
• Track and expedite orders to ensure timely delivery.
• Perform general data entries in the financial and related systems.
• Perform supplier setup, maintain supplier records and assist in supplier onboarding.
• Reviews vendor and transaction details for proper recording of 1099-reportable payments
• Sets up and processes encumbrance records as required for recurring payments
• Consults with Legal Department as required for determination of proper contractual basis for payment of personal services (payroll/sub-contract/ICA).
• Researches and responds to inquiries and initiates problem solving.
• Retrieves paid vouchers from files on request
• Assists Manager of Procurement and Accounts Payable with implementation of policies and procedures related to procurement and payment processing
• Serves in advisory capacity to Procurement & Payables Administrators and provides training as needed
• Other duties as assigned by Department Managers.
• Accounts Payable:
• Review, verify, prepare, process invoice payments, travel and business expense reimbursements, other A/P payment requests from suppliers and end-users, for accounting/disbursement action.
• Set up and process recurring payments
• Review and verify invoices and payment requests for accuracy and completeness.
• Review and verify accounting information.
• Obtain additional documentation as needed in support of requested payments.
• Review supplier and transaction details for proper recording of 1099-reportable payments.
• Match invoices to purchase orders and receiving documents.
• Process payments in accordance with payment terms.
• Reconcile supplier statements, resolve discrepancies, credit holds.
• Ensure payees are compliant with applicable regulations and eligibility requirements.
• Maintain accurate records of transactions, compliance and confidentiality.
• Reporting, Analytical and Other:
• Utilize RFCUNY's systems and available software (inc

Additional Information

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY. Primary Location: RESEARCH FOUNDATION OF C.U.N.Y. Bargaining Unit: Yes

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