Accounts Payable Specialist
Accounts Payable Specialist
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Job Description
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First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements: Applicants must have at least (A) four years of fulltime or equivalent parttime professional experience in accounting or auditing of which at least (B) two years 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 Associates 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 Bachelors 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 a maximum of two years of the required (A) experience and one year of the required (B) experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of one year of the required (B) experience.
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.
Want the specificsExplore our Employee Benefits and Rewards!
An Equal Opportunity / Affirmative Action Employer.Females minorities veterans and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race religion color sex gender identity or expression sexual orientation age disability national origin veteran status or any other basis covered by appropriate law. Research suggests that qualified women Black Indigenous and Persons of Color (BIPOC)may selfselect out of opportunities if they dont meet 100 of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
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System Requirements
The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves where collaboration innovation and connections are key to realizing our mission that all children youth and families thrive socially academically and economically. We seek teammates who are committed to promoting a diverse and inclusive work environment where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.
This position would be expected to follow a hybrid model that combines at least one inoffice workday per week and telework days working within commuting distance of our office in Everett MA as needed.
The Executive Office of Education (EOE) is seeking an Accounts Payable Specialist/Accountant IV. This position is an integral part of EOEs Fiscal Team working closely with program staff vendors and grantees to ensure accurate and timely invoice processing and resolve any payment discrepancies.
The role of the Accountant IV is critical in ensuring the organizations financial health. This includes ensuring bills are accurate and paid on time and that any invoices received are authorized. This responsibility underscores the value and importance of the role in contributing to the organizations financial wellbeing.
This position will ensure that all internal and external fiscal deadlines are met. This role will work in the Massachusetts Management Accounting Reporting System (MMARS) Commonwealth Information Warehouse (CIW) and the Commonwealths Procurement website (COMMBUYS). The incumbent will report to the Budget Director.
Detailed Statement of Duties and Responsibilities:
Work with the Fiscal Team and EOEs program staff to review and approve all vendors and grant payments to ensure timely approvals and payments.
o This includes supporting the EOE grants batch payment processing system
Prioritize daily responsibilities within the Accounts Payable team.
Maintain detailed electronic files/records and tracking mechanisms to monitor payables and ensure adherence to contract budgets and all reporting requirements.
Work closely with the EOE Fiscal Team and program staff to resolve invoices payment discrepancies and documentation which may include but is not limited to purchase orders contracts and financial reports.
Ensure Commonwealth Payment Policies are followed maximizing the return on Prompt Pay Discount (PPD) and less than 45day bill paying statistics.
Keep current on all policies and procedures and any updates distributed by the Office of the Comptroller related to State Finance Law and/or MMARS and advise EOE Fiscal of upcoming amendments or enhancements.
Maintain and take responsibility for the filing system on SharePoint for all related billings receivables payments vendor invoices and correspondence.
Research and resolve billing issues as they arise to ensure the best fiscal practice and customer service and assist team members with challenging invoice reconciliations
Use the Commonwealths Information Warehouse (CIW) to run payment and reconciliation queries comparing the budget to actuals (expenses) incurred.
Assist in overseeing the EOE PCard (VISA) purchases to monitor usage and prompt monthly payment; review that purchases made are within Commonwealth guidelines. Work with the Comptrollers Office CFO and Budget Director to resolve any issues.
Provide support for ordering supplies and managing subscriptions for the EOE Boston Main office.
Work as a crosstrained Fiscal team member to assist in maintaining workflow during absences
Actively participate in developing and integrating a customer service environment within EOE and other agencies.
Perform other duties as assigned.
Preferred Qualifications:
Knowledge of CIW.
Knowledge of and previous experience with MMARS.
Knowledge of State Comptrollers rules and regulations.
Knowledge of Accounts Payable tracking systems.
Ability to coordinate and plan work duties within the accounts payable team
Knowledge and understanding of the Commonwealth of Massachusetts procurement policies.
Ability to deal tactfully with others.
Ability to adjust to varying or changing situations to meet urgent or changing program requirements.
Communicate verbally and in writing with agency business financial contacts and vendors
Ability to analyze and interpret financial situations.
Ability to work independently and collaboratively in a group.
Demonstrate a willingness to learn.
Knowledge and understanding of state finance law and federal procurement and contracting regulations.
Working knowledge of 801 CMR 21.00 the Commonwealths regulations governing the procurement of commodities or services including human and social services.
Travel may be required for this position.
Questions regarding this position or the application process should be directed to
Required Experience:
Unclear Seniority
Employment Type
Full-Time
