Job Description

The Senior Procure to Pay Analyst reports to the Procure to Pay (P2P) Director. This position has primary oversight of the Payables team with the goal of ensuring efficient, timely, and accurate payment of all BPHC vendor payments. This position also has secondary oversight of the Procurement Team, ensuring that all goods and services procured meet BPHC and federal policies and guidelines. Specific responsibilities for this position include, but are not limited to, the following:

• Oversee segregation of duties between procurement and payables functions and personnel
• Work in a confidential capacity with the Procure to Pay Director.
• Meet weekly with the Procure to Pay Director to provide periodic reporting regarding all aspects of department operations, including but not limited to, project status updates, team challenges, departmental recommendations and issues pertaining to staff and other confidential matters.
• Oversee the entire P2P Team when the Procure to Pay Director is away from the office.
• Act as a resource to Bureaus, Departments, and Programs for the procurement of goods and services and payment to vendors.
• Directly oversee the Payables Team.
• Assure the workload is distributed equitably, make sure deadlines are reasonable and met by team
• Train staff emphasizing the necessity for timeliness and accuracy regarding all vendor payments
• Evaluate staffing needs and training requirements to ensure that staff are up to date on current, rules, regulations, and policies effecting invoice processing and vendor payments.
• Recommend improvements to maximize efficiencies and improve procedures
• Recommend, draft/revise, and implement BPHC Payable policies, goals, and objectives and add to the P2P manual. Coordinate regular reviews to ensure manual is kept current
• Make recommendations to improve Payable operations, streamline work processes, and decrease invoice processing turnaround time
• Manage Payables function in CashPro at Bank of America including Positive Pay transmittals, requests for stop payments and voids, and address issues with EFT/ACH payments.
• Oversee the processing of annual IRS Form 1099 NEC and MISC including 1096
• Manage unclaimed property (uncashed checks) including reporting to the Commonwealth of MA.
• Assist P2P Director with managing the Procurement team
• Assist with Requests for Response (RFR) in the acquisition of goods and services to fulfill the requirements of BPHC bureaus
• Make recommendations for revisions to the, BPHC procurement policies, goals, and objectives and assist with drafting the revisions for the P2P manual.
• Assist with Developing cost-effective specifications and scopes for the procurement of goods and services
• Support Director by analyzing effectiveness of contract-processing activities and identify opportunities for improvement
• Make recommendations to improve Procurement operations, streamline work processes, and decrease contract/Purchase Order turnaround times
• Assist with evaluating staffing needs and training requirements to ensure that staff are up to date on current, rules, regulations, and policies effecting contracts and procurements
• Participate in ensuring that principles of the BPHC Equitable Procurement Policy are followed
• Serve as a backup for managing the Procurement Team when necessary.
• In coordination with the Director, assist in developing training material, preparing lesson plans, and overseeing Procure to Pay training sessions for internal customers
• Help support Information Technology Services (ITS) for issues concerning ReQlogic, Great Plains, Contract Management Systems, and serve as a subject matter expert (SME) during routine system upgrades
• Analyze data and prepare reports, including graphs and charts, including a quarterly P2P dashboard
• Work collaboratively with all Finance Department team members to compile fiscal year reporting and assist with the annual audit as it relates to P2P
• Coach, mentor, and train P2P Staff, including developing and performing regular evaluations against key performance indicators
• Willingness to be available after hours in cases of emergency
• Actively engage in Commission-wide activities as required
• Perform other duties as required by the Procure to Pay Director or Chief Financial Officer

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 or; 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
• Massachusetts Certified Public Purchasing Official (MCPPO) and/or Certified Accounts Payable Associate (CAPA) certifications, or willingness to obtain, is preferred.
• Strong business process skills with the ability to optimize business functions through focused improvement initiatives required.
• Must have outstanding organizational and management skills.
• Excellent communication, interpersonal, and writing skills are necessary.
• Proficiency in Microsoft Office required.
• Experience with procure-to-pay software and general ledger software strongly preferred.
• Must be proactive and self-motivated with the ability supervise and train procure-to-pay team members.