Payables Specialist

City of Boston Residency Requirement

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

The Procure to Pay (P2P) Specialist is responsible for overseeing the day-to-day responsibilities related to the timely and accurate processing and payment of all BPHC vendor invoices. The responsibilities of the position include, but are not limited to, the following:

• Review invoices and requisitions prior to payment checking for accuracy and completeness. Review invoices for accuracy. Make sure no sales tax is being paid, that manual invoices are calculated correctly, service/delivery dates are provided and that the invoices are paid timely.
• Handle the reconciliation of the Accounts Payable (AP) bank account. Finalize a report of all outstanding checks.
• Prepare weekly pre-Check and pre-EFT reports, review for inconsistencies and errors, resolve problems, submit payment reports for approval to the CFO and Director of Administration & Finance. Process vendor payments. Resolve returned EFT payments and Check payments.
• Maintain and process vendor transactions, review vendor files for previous payments.
• Ensure all transactions are in compliant with BPHC Procure to Pay policies and guidelines.
• Make recommendations for improvements and enhancements to the ReQlogic requisitioning system and GP2018 A/P module.
• Make recommendations to; streamline work processes, replace outdated or obsolete forms, improve communication with vendors and provide customer service to vendors and BPHC staff.
• Serve as a P2P liaison and resource to bureaus, programs/departments for all Procure-to-Pay activities.
• Provide training to P2P staff as required.
• Assist in preparation and maintenance of data collection for accurate and timely reporting
• Review and improve invoice approval routing for accuracy.
• Establish strong working relationship with vendors; respond to and resolve vendor inquiries as necessary.
• Track problem invoices. Resolve discrepancies with vendors. Delegate resolution to Bureaus and Departments and Programs when necessary.
• Produce and analyze AP aging and AP historical reports monthly.
• Support annual 1099 and 1096 reporting.
• Monitor and research outstanding checks for unclaimed property. Remit amount due to the Comm of MA
• Participate and engage in Procure to Pay team and BPHC activities and initiatives
• Collaborate with other Finance Department team members to support overall department goals and objectives.
• Work in a confidential capacity with the Procure to Pay Director. Senior P2P Analyst and CFO.
• Additional administrative office duties and projects as required.

Minimum Qualifications

• BA/BS in Finance, Accounting, Business, Economics, or related field required or;
• Associate Degree in Finance, Accounting, Business, Economics, or related field and 2 years transferable Finance experience 4 years of transferable Finance experience may be substituted in lieu of degree
• Plus 3-5 years of transferable Finance experience is required. Prior experience working with a nonprofit or a city/municipal agency is preferred.
• Master’s Degree a Plus
• Proficient knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Experience with either Great Plains 2018 or ReQlogic requisitioning software a plus
• Excellent verbal and communication skills
• Ability to solve problems. think logically, take initiative, and pay attention to detail
• Able to organize and disseminate complex and diverse information
• Able to work in a fast paced, deadline driven environment
• Excellent quantitative skills, including ability to analyze data
• Must be self-motivated with the ability to work effectively as an individual or as a member of a team

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

35 hours/week 9:00 AM – 5:00 PM/Hybrid

Grant Funding Information

This position is not dependent on grants / external funding sources.

Pay Range

$65,000.00-$80,000.00 Annually