Staff Assistant, Accounts Payables

A special mission college within the Massachusetts state university system

Position:                                       Staff Assistant, Accounts Payables                                                              

Posting:                                        October 2023                              Start Date:   ASAP            

Position Number:                        FY24-16

Application Deadline:                Open until filled

Division:                                       Finance Division

Union affiliation:                        Association of Professional Administrators (APA)

Supervision received:                Reports to the Comptroller

GENERAL STATEMENT OF DUTIES: 

General accounting duties that include but are not limited to: manage accounts payable process: including invoice entry in Colleague and MMARS, reconciling receiving documents, developing monthly A/P aging; other general accounting duties as assigned. Be an integral part of decision making that affects the financial activities of the college.

General responsibilities:

1. Responsible for the accounts payable function at the Academy.
2. Assemble, review, and verify invoices to be completed for payment. Reconcile with receipts and receiving documents.  Investigate and resolve discrepancies with internal customers and outside vendors.
3. Prepare A/P aging, other statements, and reports as needed. Maintain accounts and records.
4. Reconcile and review payables financial documents, transactions, and statements to ensure conformance with established payables standards.
5. Review and update College Accounts Payables procedures to ensure conformance with established reporting requirements.
6. Review for accuracy and enter invoices for payment approval into the A/P module of the general ledger system and MMARS when applicable.
7. Review and maintain the Accounts Payable email inbox for invoices and follow up with vendor inquiries.
8. Maintain copies of invoices, vouchers and correspondence for files.
9. Import Positive Pay issues to Bank and process decisions, as necessary.

1. Oversee 1099 Process including preparation, verification, and submittal of year end 1099 forms.
2. Oversee monthly sales and performer’s tax returns, including preparation, verification, and submittal.
3. Review and ensure that monthly Academy Procurement Card records are documented per Academy policies.
4. Assist staff with journal entries, research or other accounting matters as needed.
5. Provide information regarding payment status to campus constituents as requested.

1. Utilize knowledge to increase efficiency and investigate new ways of completing work more efficiently.
2. Assist in year-end internal and external audits, including assistance with segments of the general ledger and with preparing work papers.
3. Other duties as assigned.

Qualifications and requirements: 

1. Associate Degree is required, Business or related field preferred.
2. Minimum of two years of accounting or financial experience in an accounts payable or similar role and familiarity with general accounting practices.
3. Ability to communicate effectively both orally and in written form.
4. Excellent customer service skills required.
5. High level of accuracy and ability to multitask
6. Demonstrated proficiency in accounting and financial software packages, Experience with Colleague and MMARS preferred.
7. Demonstrated proficiency in Microsoft suite products, specifically with Excel.
8. This is a security sensitive position. Ability to handle information in a confidential manner is imperative in this position.

Salary:     $58,240 to $62,400   The Academy offers generous benefits policies and a competitive salary commensurate with qualifications and experience. This position is exempt under the FLSA.

To apply, please submit a cover letter, resume, an MMA application, Affirmative Action form and the contact information of five (5) professional references.  These forms are located on the employment opportunities link under Human Resources on the MMA website www.maritime.edu. Applications may be attached and sent electronically by clicking the APPLY NOW button. Alternatively, you may send your application materials by USPS to: Human Resources, Massachusetts Maritime Academy, 101 Academy Drive, Buzzards Bay, MA 02532.  Finalist must complete a pre-employment drug screening and background check. 

Massachusetts Maritime Academy is an Equal Opportunity Employer. We strongly encourage members from historically underrepresented communities, women and veterans to apply.