Job Description

Overview

The Finance Department of the Committee for Public Counsel Services, the public defender agency for Massachusetts, is seeking a full-time Accounts Payable Supervisor to assist the review, reconciliation, payment, and reporting of agency obligations.

We fight for equal justice and human dignity by supporting our clients in achieving their legal and life goals. We zealously advocate for the rights of individuals and promote just public policy to protect the rights of all.

Our Values

Courage • Accountability • Respect • Excellence

DIVERSITY AND INCLUSION MISSION STATEMENT

CPCS is committed to protecting the fundamental constitutional and human rights of our assigned clients through zealous advocacy, community-oriented defense, and the fullness of excellent legal representation. We are dedicated to building and maintaining strong professional relationships, while striving to accept, listen to and respect the diverse circumstances of each client, as we dedicate ourselves to meeting their individual needs. It is our CPCS mission to achieve these goals, and in furtherance thereof, we embrace and endorse diversity, equity and inclusion as our core values as we maintain a steadfast commitment to: (1) Ensure that CPCS management and staff members represent a broad range of human differences and experience; (2) Provide a work climate that is respectful and supports success; and (3) Promote the dignity and well-being of all staff members. CPCS leadership is responsible for ensuring equity, diversity, and inclusion. The ability to achieve these goals with any level of certainty is ultimately the responsibility of each member of the CPCS community.

AGENCY OVERVIEW

CPCS is the state agency in Massachusetts responsible for providing an attorney when the state or federal constitution or a state statute requires the appointment of an attorney for a person who cannot afford to retain one. The agency provides representation in criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as in appeals and post-conviction and post-judgment proceedings related to those matters.

The clients we represent are diverse across every context imaginable and bring many unique cultural dimensions to the matters we address. This reality creates a critical need for CPCS staff to be culturally competent and able to work well with people of different races, ethnicities, genders and/or sexual orientation identities, abilities, and limited English proficiency, among other protected characteristics.

DEPARTMENT OVERVIEW

The CPCS Finance Department is responsible for all financial functions within the agency. These include, but are not limited to: Budget, Accounting, Procurement, Accounts Payable, Payroll Data, Security, Internal Control Compliance, Audit & Oversight Conformity, Fixed Assets, Federal Grants, Records Management, and Facilities.

POSITION OVERVIEW

The Accounts Payable Supervisor is responsible for assisting in the planning, directing, and managing the agency’s accounts payable processes for agency services, legal services, and court related services, including court experts. The Accounts Payable Supervisor will supervise the daily management of the accounts payable staff who focus on payments to Attorneys who represent CPCS clients.

This position will ensure compliance with the relevant requirements and guidelines of the office of the State Comptroller, the Operational Services Division (OSD), Administration and Finance, and the Committee for Public Counsel Services.

This position reports to the Accounting Manager.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS

• Bachelor’s degree in Business Administration, Accounting, Finance or similar field or an equivalent combination of relevant education, training, and experience;
• Four years of experience in accounting and/or accounts payable experience; and,
• Access to home internet sufficient to work remotely.

QUALIFICATIONS/SKILLS

• Proficiency with the state accounting system (MOSAIC), including reconciling accounts and managing accounts payable or similar accounting systems;
• Advanced knowledge of Microsoft Office 2010+ with a strong emphasis on Excel, Access, and Outlook;
• Two or more years of supervising or mentoring experience;
• Experience with implementation of new billing/platform systems;
• Ability to proactively identify solutions for process improvements and ability to implement effective solutions;
• Ability to create, analyze, and interpret financial information and scenarios;
• Knowledge and understanding of state finance law as well as payment and procurement regulations;
• Good communication skills; and,
• Ability to work independently and as part of a group.

PERSONAL AND PROFESSIONAL ATTRIBUTES

This person will possess personal and professional integrity, strong communication skills, and strong analytical and decision-making skills.

The individual must possess strong leadership and managerial skills, strong interpersonal skills, high energy level, and a positive outlook.

This person must believe in strong customer service and always act with professionalism and responsiveness.

The individual who will succeed in this role can best be described as:

• motivated; you thrive in feeling accomplished without gloating or getting an ego;
• a stickler for accuracy; your attention to detail is critical for success and the success of the Agency mission;
• a believer in customer service; you understand that even difficult conversations should end with a smile and/or pleasantries and that responsiveness is a key component of great customer service;
• consistent across many communication mediums; whether it be over the phone, text or email, you provide superior support for whomever needs it;
• a tech enthusiast; you recognize that technology can improve processes and love to learn how technology can improve existing processes;
• a team player; no matter your peers’ education or experience, you treat them as your equal;
• patient; you welcome differences and you understand that sometimes you are limited in what you can improve upon or change but you continue to look for opportunities to improve existing processes; and,
• a believer; that our clients and staff are why we come to work every day and that nearly anything can be accomplished with dedication, patience.

Responsibilities

RESPONSIBILITIES

Responsibilities and duties include, but are not limited to:

• Supervising the agency’s accounts payable processes for all bills related to agency services;
• Providing regular supervision of Accounts Payable staff, including ensuring that annual performance evaluations are completed in a timely and comprehensive manner and identifying training needs of staff and providing any necessary training;
• Monitoring the timely completion of payments, the application of payments, and processing, verifying, and reconciling invoices;
• Reviewing weekly vendor payment reports for accuracy and routine scanning of documentation for audit compliance;
• Assisting the Accounting Manager by working with the Accounting Unit to ensure that funds are properly committed/encumbered during the fiscal year and that funds are re-allocated/obligated as needed;
• Communicating with vendors on billing issues as well as providing technical assistance to vendors and CPCS employees to ensure superior customer service and compliance with agency rules and regulations;
• Participating in the development and implementation of agency accounts payable policies and procedures, including the CPCS Internal Control Policy;
• Supporting ongoing department initiatives which include moving to paperless, cross training, standardized/routine reporting and performance management;
• Assisting in resolving all issues that concern the unit during the fiscal year, including the opening and closing of the state accounting system, MOSAIC, and other agency payment systems;
• Preparing and disseminating information internally regarding payment statuses and processes; maintaining related electronic and hard-copy files; and,
• Other duties as assigned.

EEO Statement

The Committee for Public Counsel Services (CPCS) is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation as required by Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and other applicable federal and state statutes and organizational policies. Applicants who have questions about equal employment opportunity or who need reasonable accommodations can contact the Chief Human Resources Officer, Sandra DeBow-Huang, at sdebow@publiccounsel.net