boston planning & development agency
TITLE: ACCOUNTS PAYABLE AND BUDGET COORDINATOR
DEPARTMENT/DIVISION: BUDGET & FINANCE/ADMINISTRATION & FINANCE
SUMMARY OF RESPONSIBILITIES: The Accounts Payable and Budget Coordinator is an entry level position supporting Budget and Account Payable, as well as supporting some accounting functions. Under direction of The Budget and Procurement Manager, reporting to the Fiscal Analyst and with day to day supervious from The Accounts Payable and Budget Specialist, the Accounts Payable and Budget Coordinator will assist in all aspects of the purchasing and invoicing process for the entire BPDA and assist in the processing of Accounts Payable for all BPDA entities. Additional work will include coordinating and documenting the budget development process, as well as maintaining budget reports and supporting variance analysis projects. The Budget and Accounts Payable Coordinator will support communication, assist in document management and support transactional work. The Budget and Accounts Payable Coordinator is also responsible for supporting the Budget and Procurement Manager, the Fiscal Analyst and Controller in ad hoc projects.
GENERAL DUTIES AND RESPONSIBILITIES:
The general duties and responsibilities of the position are included in but not limited to the information listed below.
Process weekly Accounts Payable check runs; verify accuracy of invoices/checks; submit to Fiscal Analyst for approval. Post A/P transactions weekly to General Ledger and reconcile A/P detail to General Ledger on a monthly basis.
Maintain and update invoice files, vendor listings, purchase order reports and check registers, and maintain complete Vendor/ Contract files for all BPDA entities.
Support the improvement of BPDA Electronic Requisition/Purchase Order System and communicate with staff and vendors regarding purchase order and invoice inquiries.
Perform standard duties as Accounts Payable Agent for all BPDA entities, including vouching and processing invoices for all BPDA companies utilizing Financial Edge, the Agency’s electronic financial management system as well as an electronic requisition system.
Assign project/funding source and general ledger account codes to approved BPDA purchase requisitions/contracts in Financial Edge system.
Input high volume and time sensitive requisitions and purchase order coding into Financial Edge to meet established management deadlines.
Assist in management and organization of budget data and use various financial data sets to establish forecasting and projection models.
Support coordination of efforts to improve systems and promote innovative changes in use of technology and communication tools for financial management system across the Agency.
Assist and support the implementation of financial controls in areas including but not exclusively, invoice processing, capital budget reporting, coordinating budget activities and operating budget reporting.
Prepare and improve upon Budget reports and activities. Monitor variances and collaborate with Budget and Finance team to ensure integrity of reports.
Perform other related duties as assigned by Budget and Procurement Manager and Controller.
Work requires completion or near completion of Bachelor’s Degree in Business Administration, Public Management or related feild, or 2 years experience including budgeting, financial planning, or accounts payable. Preference given to applicants with secondary degrees or additional certifications. Ability to use office software and automated accounting modules is required. Must be a proactive, curious team player with strong communication and innovative organizational skills. Preference for applicants who have a strong understanding of accounting principals.
Normal office environment.
Little or no exertion; may spend extended periods at terminal.
**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**