Assistant AP and Travel Manager

Indiana Department of Transportation    Indianapolis, IN
Job Description

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

About Indiana Department of Transportation

The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.

About the JobAs the Assistant Manager for the Financial Services Department at INDOT, you will play a key role in ensuring that INDOT abides by all policies and procedures while ensuring vendors receive prompt and accurate payments. This position fulfills the department’s succession plan need for an employee with the skills and knowledge to assume a managerial role in the future.

This position will support the Financial Services Manager, primarily as the day-to-day administrator of Accounts Payable (AP) personnel, serve as the backup to the Accountant 2 (a critical position that maintains flow of Capital Program payments) and as the secondary business administrator to PayWise (our paperless AP system) by actively implementing and managing the system, and providing ongoing training. PayWise is a web-based application that provides a centralized location for receiving, routing, validating and paying invoices electronically. It reduces the potential of late payment penalty occurrence, provides added security measures to protect against duplicate invoice entry, and eliminates paper invoices.

The AP department is a critical transaction processing center for the agency. It works diligently to pay invoices on schedule while ensuring accuracy with minimal handling and expense. This position will help exercise best practices in order to strengthen workflow and invoice accuracy by providing greater visibility into the processes. Transparency is fundamental to the department’s performance. This accompanying management position will help achieve expectations and enable delivery of the best possible results.

The AP department administers and directs the workflow of approximately 150,000 vouchers a year with total payments of more than $2 billion. With increased focus on transportation, the state has positioned itself to increase spending, which will increase this department’s volume.

This position includes the supervision of four accounting positions (Accountant 2, 4, 6 and Account Clerk 2) in the AP department.

A Day in the Life

Accounts Payable Duties:

  • Oversees the AP staff and coordinates daily departmental activities and priorities.
  • Provides coaching, counseling and training for the AP staff and conducts employee performance evaluations.
  • Serves as backup to the Central Office Accountant 2 and INDOT districts’ AP Processors; this includes the processing of invoices, account reconciliation and general AP troubleshooting as it may arise.
  • Acts as backup Administrator for INDOT’s PayWise AP automation system; these duties include assigning workflow roles, maintaining an online training system, training new employees and regularly reviewing workflow status to ensure that the system is operating properly.
  • Assists with PayWise system inquiry questions from Central Office and District employees.
  • Generates and distributes PayWise reports as assigned. Reporting includes duplicate invoice review, late payment penalty risk exposure, workflow queue, procurement overpayments and invoice aging.
  • Supervises and audits the performance of the AP staff. Reviews rate of correctness while identifying trends and implementing solutions to reduce data entry error and auditing inaccuracies.
  • Establishes updated desk procedures to include new system implementations, up-to-date processes and work functions.
  • Works to establish best practices to create consistency for Central Office and District employees.
  • Cross-trains AP auditors and travel auditors to increase the department’s effectiveness and productivity.
  • Manages the vendor form request process and audits documents for accuracy and completion.
  • Secondary Duties:

    Travel Administration

  • Serves as backup travel coordinator to prepare expense reports and travel authorizations for submission.
  • Serves as secondary resource for Auditor’s office, Department of Administration, Districts, field personnel and vendors.
  • Understands how to generate reports in travel module to analyze expense report workflow, and works with employees to resolve employee delays.
  • Oversees the AP staff and coordinates daily departmental activities and priorities.
  • Provides coaching, counseling and training for the AP staff and conducts employee performance evaluations.
  • Serves as backup to the Central Office AP Analyst and INDOT districts’ AP Processors; this includes the processing of invoices, account reconciliation and general AP troubleshooting as it may arise.
  • Acts as backup Administrator for INDOT’s PayWise AP automation system; these duties include assigning workflow roles, maintaining an online training system, training new employees and regularly reviewing workflow status to ensure that the system is operating properly.
  • Assists with PayWise system inquiry questions from Central Office and District employees.
  • Generates and distributes PayWise reports as assigned. Reporting includes duplicate invoice review, late payment penalty risk exposure, workflow queue, procurement overpayments and invoice aging.
  • Supervises and audits the performance of the AP staff. Reviews rate of correctness while identifying trends and implementing solutions to reduce data entry error and auditing inaccuracies.
  • Establishes updated desk procedures to include new system implementations, up-to-date processes and work functions.
  • Works to establish best practices to create consistency for Central Office and District employees.
  • Cross-trains AP auditors and travel auditors to increase the department’s effectiveness and productivity.
  • Manages the vendor form request process and audits documents for accuracy and completion.
  • Takes responsibility for proprietary SiteManager software to perform pre-audits, prepare uploads, and process estimates and retainage received from field construction personnel before processing for payment. Prepares, analyzes and interprets accounting records and statements in SiteManager, including progress estimates and contractor liens.
  • What We’re Looking For

  • A four-year degree in Accounting, Finance or Business Management with three years of comparable work experience preferred, or a two-year degree in Accounting, Finance or Business Management with four years of comparable work experience.
  • Previous supervisory experience with direct reports.
  • A general knowledge and ability to understand organization charts and learn the Department functions, organization of the Department, and basic rules and regulations required to complete standardized tasks.
  • Ability to understand and interpret the Auditor’s procedures, guidelines and forms to ensure compliance.
  • Ability to gain a specialized knowledge of the existing accounting system – specifically PayWise, Accounts Payable, and Travel – and how it is interfaced with all the other modules. PeopleSoft Financials experience is a plus.
  • Basic knowledge of computer concepts used in working with input and output of a computerized accounting system.
  • Ability to apply mathematical and writing skills necessary to analyze, interpret and record data in order to reach logical conclusions and to prepare clear, concise and effective reports.
  • Ability to learn and use new technology and electronic upgrades.
  • Ability to prepare routine correspondence, create spreadsheets and develop or update department procedures. Intermediate Microsoft Word and Excel experience required.
  • Ability to communicate tactfully and effectively with various individuals inside and outside the Department.
  • Ability to work independently.
  • Dependability – employee is consistently at work and on time, follows instructions, and responds to management direction.
  • Benefits of Working for INDOT

    The Indiana Department of Transportation offers a comprehensive benefit package which includes:

  • Four (4) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers eligibility into a discounted medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave
  • Equal Employment Opportunity:

    The State of Indiana is an Equal Opportunity Employer.

    Job Type: Full-time


    Tue, 12 Feb 2019 15:07:12 GMT

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