Assistant Director Payment Services Operations Manager

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Assistant Director, Payment Services Operations Manager
Category:
Administrators
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Department:
348-Purchasing/Accounts Payable
Locations:
Worcester, MA
Posted:
Feb 9, 2023
Closes:
Open Until Filled
Type:
Full-time
Position ID:
158908
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About **MEMBERS ONLY**SIGN UP NOW***.:
**MEMBERS ONLY**SIGN UP NOW***. is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.
Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about
Job Description:
OFFICIAL TITLE:
Assistant Director, Payment Services Operations Manager
SUPERVISION RECEIVED:
Executive Director, Chief Procurement Officer
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 Management Accounting and Reporting System (MMARS). They will assist the Executive Director, Chief Procurement Officer 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 (MMARS). 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 Office of the Assistant VP of Fiscal Accounting for all encumbrances and payments through MMARS.
(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, MMARS, and other University payment systems.
(E) Assists the Executive Director 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 and 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 experience and two years of experience managing/supervising employees (or equivalent combination of education and work experience).
Proven ability to manage, 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) 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, professional APA position. The firm starting annual salary range for this position is $72,000 - $77,000, commensurate with relevant professional experience and education.

It is the policy of **MEMBERS ONLY**SIGN UP NOW***. that all employees be fully vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by WSU, to be verified after an offer of employment has been made, and as part of the background check process. Prospective employees may submit a request for exemption based on a religious and/or medical basis, to Human Resources, after an offer of employment has been made.
**MEMBERS ONLY**SIGN UP NOW***. offers a competitive benefits package that includes:
a choice of 9 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...
We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.
Application Instructions:
Applicants must apply online and may do so by visiting ****and submitting a cover letter, resume, and the ****.
URL: ****URL:
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