Accounts Payable Coordinator (Accountant III

Position: Accounts Payable Coordinator (Accountant III)
Position Summary

Payment Management is vital to MassDOT's core mission of Customer/Public Service. The goal of the Accounts Payable Unit is efficient and effective Financial Payment Management for the following:
Highway Division, Registry of Motor Vehicles Division, Rail & Transit, Planning and Enterprise Services.

The major responsibility of this position is to ensure successful payment management through the timely and efficient processing of expenditure documents, while ensuring conformance with Office of the Comptroller (OSC) Bill Paying Policy, Prompt Payment Policy, Quality Assurance Guidelines. In addition, this position will be responsible for providing both technical and fiscal policy support to all the Department Divisions, as well as excellent service to our vendor community.

Payments for review and processing include Statewide Road and Bridge Program, Utility Force Account, Design, Consultant, Right of Way, State Aid, OREAD and General Vendor payments.

The incumbent of this position will report directly to the Supervisor of the Accounts Payable Unit and work closely with the supervisor on the daily operations of the Unit.

Duties and Responsibilities

* Process payment documents on the Massachusetts Management, Accounting and Reporting System (MOSAIC) in a timely and accurate manner.

* Process payment packages utilizing the ProjectINFO System in a timely and accurate manner.

* Review all payment packages from the various Department business Units for the Statewide Road and Bridge Program as well as Design, Consultant, Right of Way, State Aid, Utility Force Account, and general vendor payments, to determine compliance with Commonwealth Bill Paying Policies as well as financial laws and guidelines.

* Review expenditure reports and documents for accuracy regarding Bill Paying Policies and recommending changes and/or improvements to Business units, as well making the appropriate corrections for these recommendations.

* Review and analyze Prompt Payment Discount financial reports in order to determine trends for the various business units.

* Examine contract award memorandums and agreements against expenditure documents to ensure compliance with Department rulings and guidelines.

* Evaluate the need for requests of additional allotments or transfer/balance reversal of funds, by reviewing the appropriate budge tables in MOSAIC.

* Analyze and reconcile all invoices and supporting documentation to the MOSAIC payment document in order to determine acceptability of billings to the Department.

* Review and or recommend changes on improvements to streamline the Department's payment and accounting related procedures.

* Confirm funding availability in the contract in order to process payments against it.

* Monitor expenditure ceilings on MOSAIC.

* Prepare ad hoc expenditure reports and spreadsheets.

* Maintain an accurate document log to monitor and track payments through the disbursement process.

* Accurately record all expenditure transactions returned to business units with recommendations for processing.

* Maintain ProjectINFO Daily Batching Process which includes:
Processing daily Payment Batch Report, identifying payment transaction errors, and make necessary changes and corrections.

* Responsible for ensuring Prompt Payment Discount Payments are processed in a timely manner and communicate with the Business Unit when discounts are missed.

* Review and maintain the MOSAIC Document Catalog in order to ensure payments have been processed to submitted status.

* Confer and meet with the Office of the State Comptroller, as well as the Office of the State Treasurer in order to resolve accounting and payment processing issues.

* Confer with the FAPRO and Accounting units in order to resolve programming and encumbrance issues related to payment processing.

* Liaison between the contract payment office and all the Divisions and District Offices, providing both technical (MOSAIC/ProjectINFO) and payment policy.

* Provide communication and resolution to Contractors, Vendors, Cities/Towns and other entities, inquiring about payment status and other payment related issues.

* Daily monitoring of MMARS Payment Disbursement tables to ensure proper disbursement scheduled dates.

* Maintain the Construction Transact System by recording processed Construction Payment Estimates.

* Monitors and maintains list of Direct Payment Demands filed by Sub-Contractors.

* Maintain and ensures accurate payment electronic and manual filing systems in accordance with State Record Retention guidelines.

* Ability to meet benchmark and deadline dates, while working in a fast-paced environment.

* Performs other related duties as required to support the unit.

Preferred Qualifications /Skills

* Proficient in MOSAIC.

* Proficient in ProjectINFO.

* Knowledge of Comptroller Bill Paying Policy and Prompt Payment Discount Policy.

* Understanding of the principles of financial accounting and auditing.

* Knowledge of State Finance Law.

* Knowledge of the principles and practices of…