Job Description:OFFICIAL TITLE: Assistant Director, Payment Services Operations Manager
SUPERVISION RECEIVED: Director, Procure to Pay Services
SUPERVISION EXERCISED: Accounts Payable Staff
General Statement of Duties: The Assistant Director, Payment Services Operations Manager is responsible for day-to-day operations of all payments to vendors and suppliers for the university, and oversight of the accounts payable staff. The incumbent will manage the accounts payable function and the encumbrance-to-payment process in the Massachusetts Financial Management System, Mosaic (formerly MMARS). They will assist the Director of Procure to Pay Services in planning, directing, and managing the university's accounts payable processes.
Responsibilities:(E) = Essential- (E) Manages the accounts payable and encumbrance process for critical repairs and small repairs that need to be recorded in the state accounting system (Mosaic). Includes reconciling the local accounts/funds and managing accounts payable or similar accounting systems for all bills related to University's services.
- (E) Collaborates with the Accounting Office and Controller on a regular basis to ensure processes are running efficiently as well as identifying needs for improvement.
- (E) Collaborates with the CFO and Director of P2P on utility payments and net metering credits.
- (E) Responsible for all 1099 processing on an annual basis, W9, and ACH vendor verification.
- (E) Assists in resolving all issues that concern the department during the fiscal year, including the opening and closing of the state accounting system, Mosaic, and other University payment systems.
- (E) Assists the Director of Procure to Pay Services by working with the Finance and Accounting Units to ensure that funds are properly committed/encumbered during the fiscal year and that funds are re-allocated/obligated as needed.
- (E) Ensures that vendor/supplier invoices reflect the costs/prices offered on awarded contracts.
- (E) Manages the Accounts Payable staff, including ensuring that annual performance evaluations are completed in a timely and comprehensive manner, identifying the training needs of staff, and providing any necessary training.
- (E) Supports the vouching of vendor/supplier invoices as needed by the Department.
- (E) Verifies the accuracy of vendor invoices and confirms the correct GL account and unit and source codes.
- (E) Responds to external vendors and internal managers with AP inquiries.
- (E) Monitors the timely completion of payments, the application of payments, and processing, verifying, and reconciling invoices.
- (E) Reviews weekly vendor payment reports for accuracy and routine scanning of documentation for audit compliance.
- (E) Communicates with vendors on billing issues as well as providing technical assistance to vendors and employees to ensure superior customer service and compliance with University rules and regulations.
- (E) Participates in the development and implementation of the University's accounts payable policies and procedures.
- (E) Proactively identifies solutions for process improvements and implements effective solutions.
- (E) Supports ongoing department initiatives which include moving to paperless, cross-training, standardized/routine reporting, and performance management.
- (E) Prepares and disseminates information internally regarding payment statuses and processes; maintains related electronic and hard-copy files.
- (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
- (E) Responsible for contributing to the WSU Strategic Plan.
- (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
- Performs other duties as assigned.
Requirements:Required Qualifications:- Bachelor's degree in Business Administration, Accounting, Finance, or similar field or an equivalent combination of relevant education, training, and experience.
- At least five years of experience in accounting and/or accounts payable and two years of experience managing/supervising employees (or equivalent combination of education and work experience).
- Proven ability to manage and supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources, controlling work through periodic reviews and/or evaluations.
- Ability to create, analyze, and interpret financial information and scenarios.
- Ability to identify and solve problems.
- Ability to work collaboratively with internal and external constituents, including cross-divisionally and cross-departmentally.
- Ability to successfully pass a thorough background check and CORI check.
- Ability to perform the essential functions of the position with or without reasonable accommodation.
Preferred Qualifications:- Experience in applying generally accepted accounting principles (GAAP), financial accounting theory and practice, and experience preferred with governmental accounting standards (GASB).
- CPA certification.
- Experience within a complex and large public higher education or non-profit organization.
- Ability to independently and accurately query and extract data from relational databases for multiple business purposes and convert to functional report formats and explain conclusions.
- Knowledge and understanding of the Commonwealth of Massachusetts reporting system (MMARS/Mosaic) and state appropriations.
- Advanced knowledge of Excel, Gmail, Accounting and ERP software.
- Experience with Projects Accounting or another similar module.
- Experience with implementation of new billing/platform systems.
- Knowledge and understanding of state finance law as well as payment and procurement regulations.
Additional Information:This is a full-time, benefited, exempt, APA professional position. The firm annual salary range for this position is $87,000.00- $92,000.00, commensurate with relevant professional experience and education.
Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.
Worcester State University offers a competitive benefits package that includes:
- a choice of 8 different pre-taxed, health insurance plan options
- a choice of pension or 401(a), and supplemental plan retirement options
- life insurance up to 8x the annual salary
- long-term disability coverage
- dental insurance
- 20 vacation days accrued per year
- 15 sick days accrued per year
- 5 personal days per year
- paid holidays
- tuition remission for self, spouse, and dependent children
- and more...
Application Instructions:Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.
For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.
URL: www.worcester.edu
