Director of Payables, Payroll and Foundation Accounting

Description

Vance-Granville Community College is where meaningful work meets real community impact. At VGCC, you’ll be part of a supportive, mission-driven team dedicated to providing affordable, high-quality education that transforms lives. Your work will help open doors for students, strengthen local communities, and prepare individuals for in-demand careers. Every day offers the chance to see the direct impact of what you do. If you’re energized by purpose, collaboration, and making a difference, we invite you to apply.

Under the supervision of the Vice President of Finance and Operations, the Director of Payables, Payroll, and Foundation Accounting serves as a key member of the Business Services leadership team, working closely with the Director of Student Accounts, Receivables, and Grant Accounting to collectively perform the functions of a controller. In this role, the Director provides primary oversight for the preparation, maintenance, and processing of accounting records and financial transactions related to accounts payable for the College’s Business Services Department.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

Essential Duties

• Maintain a system of financial accounting, reporting, and record keeping in accordance to Generally Accepted Accounting Principles (GAAP) and Government Accounting Standards Board (GASB).
• Oversee the financial accounting of accounts payable, payroll, and Foundation operations and activities of the College, including the supervision, training, and evaluation of three staff members.
• Perform the monthly 112 budget and expense verification reporting.
• Collaborate with HR, admissions, & the Director of Accounts Receivable to gather information for quarterly Foreign National reporting.
• Responsible for preparing the annual Foreign Nationals tax returns (Form 1042).
• Develop and maintain policies and procedures for key job functions in the financial accounting of accounts payable, payroll, and Foundation operations and activities of the College.
• Conduct cross-training of team members in key job functions to ensure, effective, efficient, and uninterrupted accounting service and support.
• Serve as informational resource to staff by providing technical assistance, research, and analysis in the resolution of special problems related to finance.
• Audit various duties and functions related to Accounts Payable, Payroll and the Foundation. Maintain internal control, report discrepancies, and resolve any irregularities to the NCCCS.
• Submit required escheat/abandoned property reporting to the NC State Treasurer annually.
• Assist with System Office Reports as related to payroll and accounts payable.
• Assist Vice President of Finance and Operations, as well as State Auditors, with audit and internal control requirements for the college and the Foundation.
• Prepare financial information and other fiscal reports related to payroll and accounts payable as required or requested.
• Assist Vice President of Finance and Operations with the maintenance of the general ledger.
• Assist and verify the monthly reconciliations for the Payroll Clearing, Federal, Satellite Campuses, and Merchant accounts by the Accounting Technician.
• Perform bank reconciliations for the Institutional, County, State Disbursing, and Foundation accounts monthly.
• Collaborate and assist the Purchasing Agent with the monthly reconciliation of procurement card transactions, including the preparation of check requests and journal entries as needed.
• Review and approve monthly credit card fee allocation check requests for Official Payments, Suntrust, Nelnet, and Authroize.Net.
• Oversee cash books for state, county & institution.
• Prepare and post complex journal entries or check requests to recode expenses.
• Run process to post transactions to the general ledger (PGLT).
• Review and approve all journal entries and voucher registers to ensure accurate posting to the general ledger.
• Perform state cash and payroll certification journal entries.
• Prepare and process reimbursement requests for third party vendors and grantors.
• Assist the Accounts Payable Coordinator with the annual processing of 1099 tax forms for the College, and process annual 1099 tax forms for the Foundation.
• Serve as backup to the Accounts Payable Coordinator and Accounts Payable Technician in the positive pay process for the Institutional, County, and State bank accounts.
• Reconcile the Investment and Short-Term Investment Fund (STIF) accounts for the College and the Foundation monthly.
• Review and approve Accounts Payable checks generated by the Accounting Technician & Accounts Payable Coordinator.
• Complete all necessary monthly and year-end accounts payable processes.
• Collaborate with the Accounts Payable Coordinator and Accounting Technician in the accurate and timely processing of College and Foundation accounts payable, including the verification of accounts payable runs, maintenance of W-9 forms, and the processing of employee travel reimbursements.
• Verify and post all Foundation daily cash receipts, and submit daily deposits as needed.
• Process quarterly Sales & Use Tax to the NCDOR for the Foundation and the semi-annual sales tax receivable for the Foundation.
• Create new projects and vendors in Blackbaud.
• Collaborate and assist the Foundation Office in the generating and distribution of annual contribution statements for Foundation donors.
• Collaborate with Director of Student Accounts, Receivables and Grant Accounting to reconcile grants tracked and processed through the Foundation.
• Review and approve all Accounts Payable Foundation checks generated by the Accounting Technician.
• Assist Vice President of Finance and Operations with treasury duties for the VGCC Foundation.

• Develop and maintain written operational policies and procedures addressing the accounting, financial, and gift receipting functions of the Foundation.
• Schedule and maintain pay dates in Datatel/Colleague.
• Maintain and update new bank routing numbers in Datatel/Colleague for direct deposits.
• Maintain and update payroll tax tables in Datatel/Colleague.
• Maintain, create and update benefits, deductions, vendors, and remittances for new benefits offered by Human Resources.
• Assist in preparing and submitting quarterly short-term disability reports to the N.C. Community College System Office.
• Assist in preparing, reconciling, and submitting the quarterly 941 and NC-5Q reports and payments (if necessary).
• Assist in preparing and uploading the NC retirement file in Orbit and Empower monthly.
• Supervise, oversee, and serve as a backup to the Payroll Specialist position, in all payroll processes.
• Collaborate with Human Resources to ensure the timely processing of new hires, terminations, and other changes.
• Maintain knowledge and understanding of the College's guidelines and policies regarding payroll, timeframes, payroll deductions and time sheets.
• Perform other duties as assigned, including project and committee work.

Qualifications

• Associate’s degree from a regionally accredited college or university in Accounting, Finance, Business Administration, or related field,
• 5 to 7 years of related experience in a business office environment; or any equivalent combination of training and experience that demonstrates the knowledge, skills, and abilities required to perform the essential job functions in an efficient and effective manner.
• Proficiency in Microsoft Office including Excel and Word.
• Must be detail oriented
• Must be willing and able to learn new processes quickly
• Must be adaptable to fast paced environment
• Ability to keep information confidential and secure
• Ability to work as a team and willingness to assist with team projects
• Ability to set and adjust priorities as needed
• Strong Time Management Skills
• Must be able to work independently

Physical Demands

• Light work that includes moving objects up to 30 pounds.
• Sedentary work that primarily involves sitting/standing.