Accounts Payable Coordinator - Accounting Officer Intermediate

When all employees are embraced, respected and heard, we will build a collaborative, equitable, inclusive and anti-racist culture where everyone thrives.

Working Title: Accounts Payable Coordinator
Job Class: Accounting Officer Intermediate
Agency: Human Services Dept

• Who May Apply: Open to all qualified job seekers
• Date Posted: 03/12/2024
• Closing Date: 03/18/2024
• Hiring Agency/Seniority Unit: Human Services Dept / MAPE DHS Central Office
• Division/Unit: Financial Operations Division / Accounts Payable
• Work Shift: Day Shift
• Work Hours: 8:00am - 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $24.92 - $36.34 / hourly; $52,032 - $75,877 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 214 - MN Assoc of Professional Empl/MAPE
• FLSA Status: Nonexempt
• Telework Eligible: Yes
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment.

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

The incumbent is the Statewide Integrated Financial Tools (SWIFT) Accounts Payable functional expert in the Financial Operations Division (FOD). Under limited supervision, this position oversees the department's Accounts Payable activity and coordinates many of the agency's administrative encumbrance and payment functions to assure compliance with administrative policies/procedures, and to maximize system capabilities and improve internal business processes. This includes writing and maintaining internal policies and procedures applicable to Accounts Payable functions and related payment processes, in order to increase accountability, ensure consistency, efficiency, and to provide guidance and reference to employees.

• Oversee Central Office & MNSure Accounts Payable payment activity as the SWIFT Accounts Payable functional expert to assure compliance with administrative policies and procedures, and to maximize system capabilities and improve internal business processes.
• Analyze SWIFT functionality, provide insight and guidance, training, and technical assistance as individual issues are identified, and system changes are implemented.
• Oversee the review and entry of payment requests received from program staff, program accountants, procurement buyers, outside vendors and other state agencies.
• Write internal policies and procedures applicable to Accounts Payable functions and related payment processes, in order to increase accountability, ensuring consistency and efficiency in the manner in which Accounts Payable staff do business, provide guidance and so that written materials are available for reference by employees, and for auditors when requested.
• Coordinate the annual and quarterly encumbrance certifications and closing of open purchase orders as required by MMB's established schedule.
• On a quarterly basis, manage and coordinate the unclaimed property review process to determine which outstanding warrants are still valid and if payment should be reissued or if funds should be forwarded to Unclaimed Property at Department of Commerce.
• Analyze previous spending patterns by business areas to calculate and set up blanket encumbrances for various administrative expenditures at the beginning of each fiscal year.
• Adjust and/or close encumbrances after final invoices have been received and paid.
• To establish other purchase orders as needed in order to obligate funds tied to one time purchasing events, e.g. conference or training events.

Minimum Qualifications

**To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.**

Must meet one (1) of the following qualifications listed below:

• One (1) year professional experience in Accounting OR three (3) years advanced technical or paraprofessional experience in Accounting.
• Bachelor’s degree in Accounting or related field AND two (2) years of advanced technical or paraprofessional experience in Accounting.

AND experience must demonstrate:

• Knowledge of Generally Accepted Accounting Principles (GAAP) sufficient to manage the accounting functions.
• Knowledge of financial systems, databases, and office applications.
• Knowledge of Accounts Payable, Budgets, and Purchasing, in order to analyze payments and encumbrances, determine causes of failed processes, correct posting errors, run monthly reports to analyze open vouchers, payables, guide program accountants, Accounts Payable and purchasing staff in resolving a variety of issues.
• Resolving fiscal discrepancies and developing and implementing fiscal procedures.

Preferred Qualifications

• Ability to prioritize work responsibilities, manage a variety of tasks and deadlines, and work well independently.
• Advanced working knowledge of Microsoft Outlook, Excel, Word, PowerPoint, Access, and SharePoint.
• Experience working with Statewide Integrated Financial Tools (SWIFT), Budget Planning and Analysis System (BPAS), Appropriation Maintenance Application (AMA), software applications, and/or other large accounting systems.
• Functional knowledge of DHS chart of accounts, account structure, budgets, programs, grants, organizational structure and DHS’ Public Assistance Cost Allocation Plan (PACAP).
• Strong communication and interpersonal skills.
• Variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

REFERENCE/BACKGROUND CHECKS – DHS will conduct reference checks to verify job-related credentials and a criminal background check prior to appointment.

How to Apply

Note: DHS has an active job posting for another position with similar job responsibilities (Job ID: 74793). The other position will work alongside counterparts in the Department of Human Services with the intent to transfer the role to the new Department of Children, Youth and Families (DCYF) once the department is established. Candidates that are interested in both positions will need to submit an application for each Job ID.

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

If you have questions about the position, contact Michelle Darveaux at michelle.darveaux@state.mn.us.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Alexander Duren at alexander.duren@state.mn.us.

If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services’ ADA Coordinator at 651-431-4945 or DHS_ADA@state.mn.us for assistance.

About Human Services Dept

WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential.

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 12 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us and indicate what assistance is needed.