Assistant Director, Payment Services Operations Manager

Worcester State University•Worcester, MA

14h

About The Position

The Assistant Director, Payment Services Operations Manager is responsible for the day-to-day operations of all payments to university vendors and suppliers and oversees the accounts payable staff. The position manages the accounts payable function and the encumbrance-to-payment process in the Massachusetts Financial Management System, Mosaic (formerly MMARS), and assists the Director of Procure to Pay Services in planning, directing, and managing the university’s accounts payable processes. The role works regularly with the Accounting Office, Controller, CFO, Director of Procure to Pay Services, Finance and Accounting Units, vendors, and university employees to support accurate, timely payments and effective financial processes. It also contributes to university initiatives, strategic-plan objectives, and Equal Opportunity/Affirmative Action objectives. Worcester State University is a liberal arts and sciences university and an Affirmative Action/Equal Opportunity Employer. This is a full-time, benefited, exempt, APA professional position. The firm annual salary range is $87,000–$92,000, commensurate with relevant professional experience and education. The university strongly recommends that employees be vaccinated against COVID-19 before beginning employment.

Requirements

Bachelor’s degree in Business Administration, Accounting, Finance, or a similar field, or an equivalent combination of relevant education, training, and experience.
At least five years of experience in accounting and/or accounts payable.
At least two years of experience managing or supervising employees, or an equivalent combination of education and work experience.
Demonstrated ability to manage and supervise, including planning and assigning work based on job requirements, subordinate capabilities, and available resources, and 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 across divisions and departments.
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.

Nice To Haves

Experience applying generally accepted accounting principles (GAAP) and financial accounting theory and practice; experience with governmental accounting standards (GASB) is preferred.
CPA certification.
Experience in a complex, large public higher education or nonprofit organization.
Ability to independently and accurately query and extract data from relational databases for multiple business purposes, convert it 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 a similar module.
Experience implementing new billing or platform systems.
Knowledge and understanding of state finance law and payment and procurement regulations.

Responsibilities

Manage accounts payable and encumbrance processes for critical and small repairs recorded in Mosaic, including reconciling local accounts and funds and managing bills related to university services.
Collaborate regularly with the Accounting Office and Controller to support efficient processes and identify improvement needs.
Collaborate with the CFO and Director of Procure to Pay Services on utility payments and net metering credits.
Oversee annual 1099 processing, W9 collection, and ACH vendor verification.
Help resolve departmental issues during the fiscal year, including opening and closing Mosaic and other university payment systems.
Work with Finance and Accounting Units to ensure funds are properly committed or encumbered and reallocated or obligated as needed.
Ensure vendor and supplier invoices reflect costs and prices offered on awarded contracts.
Manage Accounts Payable staff, including timely and comprehensive performance evaluations, identifying training needs, and providing training.
Support the vouching of vendor and supplier invoices as needed.
Verify invoice accuracy and confirm the correct general ledger account, unit, and source codes.
Respond to vendor and internal-manager accounts payable inquiries.
Monitor timely payment completion and application, and the processing, verification, and reconciliation of invoices.
Review weekly vendor payment reports for accuracy and routinely scan documentation for audit compliance.
Communicate with vendors about billing issues and provide technical assistance to vendors and employees to support customer service and compliance with university rules and regulations.
Participate in developing and implementing university accounts payable policies and procedures.
Identify process-improvement opportunities and implement effective solutions.
Support departmental initiatives, including paperless processes, cross-training, standardized routine reporting, and performance management.
Prepare and distribute internal information about payment statuses and processes, and maintain related electronic and hard-copy files.
Model civil, professional, customer-service-oriented behavior for staff and students.
Contribute to the Worcester State University Strategic Plan and Equal Opportunity/Affirmative Action objectives.
Perform other duties as assigned.