Accounts Payable/Purchasing Supervisor

Saint Mary’s College of California

Moraga, CA

ID: 7085838 (Ref.No. 2507545)
Posted: September 21, 2021
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1603085
Location: CA 94556, CA
Department: Business Office
Closing: 10/15/2021 11:59 PM Pacific


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

The AP/Purchasing Supervisor will be responsible for supervising full-cycle Accounts Payable activities and supervision of AP Staff. In addition, the candidate will be responsible for processing and overseeing various purchasing functions.

  1. Plans and schedules workload of Accounts Payable staff ensuring equitable distribution of assignments and adequate maintenance of the AP function. Maintains Business Office policies and procedures, recommends and/or implements changes. Conducts periodic meetings with AP staff to ensure compliance with established practices, implement new AP policies and keep employees abreast of current changes and standards. Oversees staff to maintain a regular review of outstanding purchase orders and encumbrance details. Resolves discrepancies as needed.
  2. Ensures vendor and billing procedures are followed and resolve any issues that may arise. Monitors vendor record set up and maintenance that is performed by A/P and purchasing staff. Works closely with constituents, including staff and faculty from all departments, to advise on processes, address problems and find solutions.
  3. Reviews AP check edits and corrects as needed to ensure assignment of proper GL account codes, signature authorizations and documentation for invoices, check requests and expense reports in compliance with accounting procedures developed to minimize the risk of fraudulent transactions. Monitors compliance with College service contract requirements, regarding both issuing payments and instructions to faculty and staff. Identifies and follows through with issues in paperwork to enable processing for payment.
  4. Keeps up to date on compliance with Federal and State regulations concerning reportable 1099 payments. Enforces requirements for proper W9 forms from vendors. Interprets IRS, Franchise Tax Board**, and Business Office policies and procedures, providing advice to AP Clerks and College community as necessary. Monitors compliance of CA non-resident withholding requirements and verifies appropriate exemption forms are on file when applicable. **Any determination reviewed with Accounting Manager before application.
  5. Continuous review of invoice imaging system to ensure documents accurately flow through for departmental approval. Review and monitor Purchase Requisitions and assists with creating and tracking purchase orders. Oversees the Purchasing Card process ensuring that all account holders are properly set up in the online system and regularly reviews accounts to ensure compliance with college purchasing policy.
    Maintains the online office supplies purchasing process ensuring that all orders are released timely and supplies purchased are in accordance with purchasing policies. Assists Accounting Manager with the CAR process..
  6. Conducts regularly scheduled performance evaluations as well as performs daily supervision of 2 full time and 1 part time employee. Provides feedback as needed to foster teamwork and to encourage employees toward developing and improving their skills. Is responsible for the issuance of 1099's in an accurate and timely manner.

Experience and Qualifications
Required: Bachelor's degree or equivalent combination of education and experience
Preferred: BS degree in accounting, business administration

Seven or more years combination of Accounts Payable and Purchasing experience; two or more years supervisory experience

Strong Excel skills; strong interpersonal and communication skills, efficient analytical and problem solving skills; high degree of accuracy and attention to detail; extensive invoice imaging experience (preferably Image Now)

Supplemental Information
Application Instructions: Please apply online at
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
  1. A resume
  2. The name and contact information for three (3) professional references.
  3. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


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