Payroll/Payables Coordinator

DIVISION: Finance

DEPARTMENT: Controller

UNION/GRADE: Unit 1/Grade 19

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BASIC PURPOSE:

Provides administrative support to Payroll Department for processing payroll transactions in accordance with MWRA policies and procedures. Expedites, audits, processes and maintains invoices vouched for payment on the automated accounts payable and procurement systems, researches vendor inquiries, resolves problems, tracks non-conforming invoices, generates reports and adheres to published processing deadlines and schedules.

SUPERVISION RECEIVED:

Works under the general supervision of the Deputy Payroll Manager or the Admin, Accounts Payable.

SUPERVISION EXERCISED:

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversees timekeeping and payroll processing and audits data for compliance and accuracy.
• Maintains payroll personnel records.
• Acts as the on-site Payroll/HR contact and answers employee payroll and benefit questions.
• Assists in the dissemination and implementation of administrative policies and procedures.
• Handles all routine administrative functions including but not limited to answering telephones, recording internal and external messages, and opening and sorting the mail.
• Prepares letters, memos, reports, correspondence and performs other clerical duties including basic bookkeeping and maintaining files.
• Assists with the preparation, compilation, collation and disbursement of various reports, projects, etc. as requested.
• Adheres to published schedules and deadlines for payment processing.

• Processes/generates documents in accordance with chart of accounts, agreement terms and applicable policies and procedures.

• Reviews and expedites payable-related information for accuracy and completeness.
• Maintains accurate payable documentation/reports as directed.
• Researches and resolves vendor/MWRA/system inquiries/discrepancies as requested.

• Generates and distributes payment-related tracking or status reports.
• Interacts and coordinates with divisional staff.

SECONDARY DUTIES:

• Performs related duties as required.

MINIMUM QUALIFICATIONS:

• A two (2) year degree in Accounting, Business Administration or a related field preferred; and
• At least three (3) years of experience in payroll/accounts payable or related office activity. One (1) year experience in a supervisory position is preferred; and
• One (1) year experience in the use of PC-based systems; or
• Any equivalent combination of education or experience.

Necessary Knowledge, Skills and Abilities:

• Demonstrated skills in Microsoft Office products including Word and Excel required.
• Demonstrated ability to perform work assignments accurately with minimum supervision.
• Excellent communication and interpersonal skills are required.
• Ability to adhere to published processing deadlines and schedules.
• Basic reading, writing, mathematical and oral communication skills.

SPECIAL REQUIREMENTS:

Must have successfully completed the MIS and professional development-related ACP requirements for this position. If no qualified ACP certified applicant applies for the position, the selected candidate will have 6 months to complete the ACP program.

TOOLS AND EQUIPMENT USED:

Office equipment as normally associated with the use of telephone, personal computers including word processing and other software, copy and fax machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee is frequently required to sit and talk or hear.

The employee must frequently lift and/or move up to 5 pounds and occasionally lift and/or move more than 10 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee works in an office environment where the noise level is low and moderately quiet.

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.