Operations Account Coordinator

Commonwealth of Massachusetts • Chelsea, MA

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About The Position

The Massachusetts Veterans Home (MVH) of Chelsea is actively seeking an Operations Account Coordinator (Accountant IV) to join their team! As the Operations Account Coordinator, you will be responsible for processing transactions in accordance with agency and Comptroller policies and procedures, or other financial activities as needed to support fiscal needs. Under the supervision of the MVH of Chelsea Fiscal Coordinator, transactions will be entered against state, federal, capital, and trust funded appropriations for annual expenses, one-time projects, ad hoc spending, and emergency costs. As the Operations Account Coordinator, you will also complete ISAs, to include BGCN/BGRG entries, and track spending against interagency appropriations. This position will interpret vendor invoices and Department encumbrance transactions when preparing Commonwealth’s vendor invoice payments and Interact with the Procurement Unit for appropriate encumbrances and/or details as well communicate with both Budget and Procurement for increases/decreases to existing encumbrances. This position is also responsible for monitoring funding levels and approved budgets to ensure fiscal transactions are with set limits. The Operations Account Coordinator will utilize the Commonwealth Information Warehouse to access information necessary for regular reporting to Senior Staff, Agency Staff, and other positions within the Fiscal Unit. The Operations Account Coordinator will support all units through the review and submission of vendor set up forms and transactions for new and updated vendors. In addition, the Operations Account Coordinator will adhere to the MVH of Chelsea Internal Control Plan and contribute policy and procedure updates to the plan to ensure Operations Fiscal activities are conducted in compliance with all state and federal requirements, as well as contribute to and adhere to the Chart of Accounts structure to ensure all transactions are coded in the accountings system to support internal and external reporting requirements. This position also participates in emergency response for federally graded exercises, drills and EOC emergency operations.

Requirements

• Applicants must have at least (A) four years of full-time, or equivalent part-time, 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.
• Knowledge of the principles and practices of accounting including terminology.
• Knowledge of the methods of general report writing.
• Ability to analyze and determine the applicability of accounting data, to draw conclusions and make appropriate recommendations.
• Ability to read and interpret documents such as financial reports, accounts and ledgers.
• Ability to understand, and apply and explain the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
• Ability to perform mathematical calculations using formulas to solve accounting problems.
• Ability to follow oral and written instructions.
• Ability to gather information by examining records and documents and through questioning individuals.
• Ability to maintain accurate records.
• May be required to work extended hours, including during nights and weekends in the event of an emergency affecting the Commonwealth.
• Must have basic computer knowledge and experience, and a willingness to learn advanced applications as they pertain to assigned duties and responsibilities.
• Must have ability to provide for his/her reliable transportation to and from work or assigned locations, on a daily basis as well as during an emergency activation.
• Must have the ability to form harmonious working relations with others and be able to work well as part of a team.

Responsibilities

• Process encumbrances, payments, and accounts payable documents (CT, PC, GAE, PRC, GAE, ER, EX, CR, CD, ITI, ITA, VCC, VCM), or other financial activities as needed to support fiscal needs.
• MMARS documents are processed in accordance with state/federal policies and procedures.
• Chart of Accounts elements are monitored, updated, and appropriately applied to all transactions
• Inter-agency Service Agreements (ISAs) are executed and accounted for in a timely fashion and monitored for internal and external reporting needs.
• Monitor expenditure levels for various agency accounts and encumbrances, recommend appropriate action if necessary.
• Fiscal liaison to CHE contracts position(s) to ensure all required fiscal documentation is developed and maintained for audit back up, including logging and tracking of invoices.
• Provides recommendations for policies and procedures that ensure fiscal compliance, efficient business processes, and clear staff understanding or obligations under policies.
• Coordinate with the Office of the State Comptroller as needed to provide information or address transaction issues.
• Monitor, track, and analyze CHE expenditures during activations
• Maintain detailed information on CHE spending during emergencies to develop and submit reimbursement submissions to FEMA
• Analysis and projections based on FEMA and other data as needed to assist the Commonwealth in determining non-federal payment eligibility and amounts.
• Create new Vendor Profiles into the MMARS system.
• Maintain and track records management for MEMA during emergencies including but not limited to sending records out to the Commonwealth records board.
• Participate in emergency operations response as an observer/player for facility drills and exercises as required
• Perform related work as required or assigned.

Benefits

• 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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree