GENERAL SUMMARY AND PURPOSE
Manage Company’s Corporate Sourcing Operations unit, including purchasing and accounts payable activities. Develop and implement control functions, operating standards and policies and procedures to ensure the integrity of the financial data and maximizing corporate cash flows through controlled disbursement of funds. Manage the Processing Unit in supporting the needs of the Strategic Sourcing group, including utilization of preferred and single source suppliers, contract commodities, account coding, approval authorization, supplier reconcilement and purchase orders. Direct the Customer Service Unit in championing change, resolving problems, responding to internal and external inquiries, special handling and corporate employee training for on-line requisition and expense report system. Direct the Payment Support Unit in quality control of payment issuance, supplier data and 1099 issuance.
COMPANY STRATEGIC ELEMENTS/OBJECTIVES
Align operating strategy with Corporate Sourcing Strategies. Manage and coordinate daily processing workflow. Drive continuous improvement throughout operations by implementing industry “best practices”. Monitor and improve performance of the processing group by reporting of operating benchmarks and other performance measures. Provide training and counseling for processing staff. Coordinate with other managers to ensure appropriate coverage and cross training. Support projects/initiatives for Corporate Sourcing. Assist in sourcing-driven change management across Company through processing silos vertically integrated with strategic sourcing portfolio managers.
CUSTOMERS AND THEIR EXPECTATIONS
Strategic Sourcing expects understanding of business processes within portfolios of spend and accurately and timely process requests. Business Unit Finance expects reports of unusual or unique circumstances; reporting unprocessed or unaccounted for requests. Company Managers and Employees expect accurate and timely processing of requests; expedient issue resolution; information to provide enhanced decision support. Suppliers expect accurate and timely processing of requests resulting in reduced payment cycle time and expedient issue resolution.
MAJOR CHALLENGES OF THE JOB
Balancing a multitude of tasks and projects at once. Delegating responsibility to xxx clerical level direct reports. Dependencies upon various groups both within Corporate Sourcing and Company. Overcoming resistance to Company policies. Interfacing with many different personalities, managing conflict and handling irate employees of all levels across Company’s employee base. System outages and problems.
DESIRED TECHNICAL/MANAGERIAL CAPABILITIES
Works well in teams. Ability to communicate at all levels of the organization; strong ability to manage relationships; excellent leadership skills; champions change; strong coaching skills; ability to delegate, empower, and motivate; high energy; deals well with ambiguity. Ability to build teams; creative problem solving; statistical reporting experience required.
SCOPE OF RESPONSIBILITIES (INCLUDING SUPERVISORY)
Manage and coordinates daily processing workflow: Manage corporate-wide processing of purchasing and accounts payable transactions (including travel and entertainment expense reporting processing, audit and policy compliance), implementing operating standards, policies and procedures to ensure the integrity of the financial data and maximizing corporate cash flow through controlled disbursement of funds. Manage and coordinate workflow for entry into Company’s Purchasing System for requisitions, purchase orders and payment Identify and communicate systems issues. Manage setup of new items and suppliers. Continually monitor and improve performance of the processing group; collecting, analyzing, and reporting of operating benchmarks and other performance measures, driving for continuous improvement in all aspects of the process. Develop and document processes and procedures to ensure compliance with internal control and regulatory requirements associated with an accounts payable operation, including 1099 information reporting. Provide training and counseling for processing staff: Supervise employees, coach, counsel, and advise supervisory and clerical support staff of the processing group, Provide training and development for the staff. Support projects/initiatives for Corporate Sourcing: Provide operational insight into the development of procurement systems and processes, based on extensive knowledge of the procurement business process. Drive continuous improvement throughout the processing group by implementing industry “best practices” and automating manual processes to continually reduce operating costs. Participate in projects related to procurement reengineering and/or support system enhancements and upgrades. Direct efforts of project team or assigned staff within section of complex project. Direct the Customer Service Unit championing change; resolving problems, responding to internal and external inquiries, special handling and non-supplier based invoice processing and quality control of payment issuance and account coding. Direct consolidation projects: Coordinate with Corporate conversion team during process of new affiliate purchase. Develop consolidation tasks, manage assignments and direct sourcing training for new employees.
DECISION MAKING AUTHORITY Day-to-day decision making authority in resolving internal customer issues, exception processing and implementation of new purchasing-related processes.
CONTACTS WITHIN/OUTSIDE THE COMPANY Suppliers. Corporate Sourcing Employees. Business Unit support personnel (including Finance). Senior Managers and Executives.
COMPETENCIES FOR SUCCESS
Communications — delivers presentations, fosters open communications, listens to others, speaks effectively, translates technical material, written communications. Interpersonal — answers questions, builds relationships, displays organizational savvy, empowers others, human relations, networking, manages disagreement, negotiations. Organizational/Business—innovates, knows the business, staffing, uses technical/functional expertise. Personal Effectiveness—acts with integrity, demonstrates adaptability, detail orientation, develops oneself, drive for results, personal organization, shows work commitment, stress tolerance. Leadership—champions change, coaches and develops, fosters teamwork/leadership, influences others, leads courageously, management execution, motivates others, provides direction, thinks strategically, uses sound judgment, visionary thinking. Management—cross-trains, delegates effectively, diversity management, establishes plans/projects, performance measurement/feedback, sets goals. Problem-Solving/Decision Making—analyzes issues, decision/solution effectiveness, decisive, follows through, uses financial/quantitative data. Sales/Service – client service, handles difficult clients, needs identification, product knowledge.
4-year college degree—Accounting, Finance or Business Administration/Management. CPA preferred. 5-7 years experience in an operations environment. 2-4 years supervisory experience, Customer Service experience a must. Excellent working knowledge of Microsoft Outlook or equivalent e-mail system. Project management experience, preferred. Relevant Source-to-Pay systems experience preferred. Knowledge of word processing and spreadsheet applications.
PC, General Office Equipment.
REPORTING RELATIONSHIP Reporting to Chief Sourcing Officer.