Accounts Payable Specialist

Description

About the Operational Services Division (OSD)

The Operational Services Division (OSD) is an oversight agency of the Commonwealth of Massachusetts within the Executive Office for Administration and Finance.

OSD’s primary focus is to help our government buyers and business customers succeed in meeting their goals by providing outstanding customer service, competent advice and guidance, and high-quality products and services that exceed the expectations of those we serve.

Join our Dynamic Team

OSD’s diverse workforce of 150+ professionals operate in a hybrid environment, fostering collaboration and professionalism.

We are seeking motivated and dedicated professionals to join our dynamic team. OSD is comprised of several units that administer a broad range of activities, including : Strategic Sourcing Services, Commonwealth Print and Mail Services, Surplus Property Program, the Local Government Enablement Team, and more.

The finance unit is responsible for the OSD budget, departmental procurements, revenue / chargeback activities and accounts payable.

The Accounts Payable Coordinator is responsible for accounts payable functions for the Operational Services Division’s day-to-day operations.

OSD has diverse areas of responsibilities and this essential position provides accounting and financial guidance to departmental staff to ensure compliance with state and departmental practices and policies.

As a critical member of the finance team, the position maintains files of financial documents for audit trail purposes.In addition, the finance unit assists in updating vendor records for Statewide Contract vendors information in MMARS, the Commonwealth’s accounting system, to facilitate purchasing and payment processing.

Duties and Responsibilities :

• Process Accounts Payable documents to ensure prompt payment of vendor invoices.The process entails reviewing invoices for appropriateness and compliance with policy, regulation, and procedures.
• Process transactions in MMARS completely, accurately monitor transactions through completion, and communicate approval of documents or problems to affected departmental staff.
• Confer with agency personnel and vendors by telephone, in writing or in person, to resolve accounting discrepancies and / or obtain documentation to support invoices, reports and / or projects.
• Recommend process changes if needed to improve the efficiency of the transaction processing.
• Establish or update vendor information in MMARS. Review vendor documentation for accuracy and completion, and if needed follow-up with agency staff to obtain missing information.

Work with the staff of the Comptroller’s Office to resolve processing delays.

• Monitor funding of obligations and effectively communications need for budgetary changes to the CFO.
• Assist in the coordination of fiscal year closing and opening activities; provides relevant information to management.
• Track transactions processed from data entry through final approval and maintain files for encumbrances and payment documents for audit trail.

Documents include vendor invoices, packing slips and related supporting documentation.

• Provide backup to staff in the HR / Operations / Finance unit as needed. This can include entering encumbrances, providing reception coverage, sorting mail, and assisting agency staff with purchasing and vendors issues.
• Review employee reimbursements and reconcile actual employee reimbursements to ensure payments are accurate.
• Utilize Microsoft Office products including Excel, Word, and Outlook to produce documents used for analysis, update existing documents with financial data and create correspondence as needed.
• Utilizing the principles of the 4 Disciplines of Execution, participate as a member a team working towards OSD agency WIG.

Preferred Qualifications :

• Knowledge and understanding of accounting principles and practices
• Demonstrated ability to read and interpret financial reports, accounts and ledgers, proficiency in calculating, balancing and compiling figures.
• Ability to analyze and determine the applicability of accounting data, to draw conclusions and to make appropriate recommendations.
• Understanding of state budgetary process, state accounting procedures, and the Commonwealth’s procurement policies and procedures.
• Experience with MMARS payment system, COMMBUYS and other state applications; including the Commonwealth Information Warehouse.
• Capacity to maintain accurate records and exercise discretion in handling confidential information.

In addition to these qualifications, the following competencies are considered key attributes for this role :

• Action Oriented : Proactively takes initiative and drives tasks to completion, demonstrating a sense of urgency and a focus on achieving concrete results.
• Manages Ambiguity : Effectively navigates and thrives in situations with unclear or uncertain conditions, making informed decisions, and maintaining a steady course in the face of ambiguity.
• Business Insight : Possesses a deep understanding of the organization's industry, market trends, and competitive landscape, using this knowledge to inform strategic decisions.
• Effective Communication : Conveys ideas and information clearly and persuasively, tailoring communication style to the audience, and ensuring a shared understanding among diverse stakeholders.
• Cultivates Innovation : Encourages a culture of creativity and innovation, fostering an environment where new ideas are welcomed, and continuous improvement is a shared goal.
• Drives Results : Sets high standards for performance and actively works towards achieving challenging goals, focusing on delivering measurable and impactful outcomes.
• Builds Effective Teams : Creates and sustains high-performing teams by fostering collaboration, leveraging individual strengths, and promoting a positive team culture.
• Drives Vision and Purpose : Inspires others by communicating a compelling vision and purpose for the organization, aligning teams toward common goals, and motivating them to achieve exceptional results.
• Ensures Accountability : Demonstrates a commitment to making information, processes, and resources readily available and easily understandable for all stakeholders.
• Be Customer focused : Building strong customer relationships and delivering customer-centric solutions. Gaining insight into customers’ needs, identifying opportunities that benefit the customer and building and delivering solutions that meet customer expectation.
• Drives Collaboration : Building formal and informal partnerships and working together with others to meet shared objectives and getting work done.

Crediting others for their contributions and accomplishments thereby gaining their trust and support.

The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment.

DEI Value Statement

Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts.

OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength.

Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS : Applicants must have at least (A) three years of full-time, or equivalent part-time, professional experience in accounting or auditing, of which at least (B) one year must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions :

I. An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience.*

II. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience.*

III. A Graduate degree with a major in accounting, business administration or business management may be substituted for the required experience.*

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package.

We take pride in providing a work experience that supports you, your loved ones, and your future.

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