04/11/2009 03290

CHIEF, INVOICE PROCESSING DIVISION

DEFINITION:

This is managerial work in planning, organizing, and directing the review, processing and auditing of invoices and other financial transactions in the Office of Comptroller Operations, Bureau of Payable Services, Invoice Processing Division.

The employee in this job is responsible for directing the statewide Purchase Order (PO)-based invoice processing, non-PO invoice processing, and exception processing functions through subordinate managers. Work involves managing staff and operations involved in reviewing, verifying, and processing enterprise-wide invoices including grants, and managing exception processing in a central location; developing, implementing, and administering policies and procedures for efficient and effective invoice processing operations; formulating performance measures, goals, and objectives for quality and timeliness of services and ensuring those standards are met; monitoring workflow and reassigning resources as needed; resolving issues related to problematic or rejected invoicing documents, working with agencies on resolutions, and identifying improvements in the invoicing processes; identifying resolutions to payment issues identified by the State Treasurer through the payment review and audit processes; and working with agencies on the development of new direct grant payments or interface programs. Supervision is exercised over subordinate managers who direct the work of the PO-based invoice processing, non-PO invoice processing, and exception processing functions. Work is performed with a high degree of independence and is reviewed by the Director, Bureau of Payable Services for attainment of objectives and overall effectiveness.

EXAMPLES OF WORK:

Plans, organizes, and directs the work of Division staff in the processing of invoices and managing the exceptions.

Develops, implements, and administers policies and procedures that provide for the efficient and effective operations of invoice processing in the Commonwealth.

Develops qualitative and quantitative service levels in conjunction with key stakeholders and ensures service levels are maintained.

Identifies workflow issues and redeploys resources to address needs.

Addresses escalated issues and provides resolution.

Provides assistance and guidance to Commonwealth agencies with issues that involve invoice processing matters, delinquencies, overpayments, and budget limitations.

Oversees and directs staff in the completion of all special projects and analyses as a result of pending investigation, litigation, inquiries, reports, expenditure projections, and budget presentation materials.

Manages staff involved in reviewing, approving and rejecting PO-based and non- PO invoices.

Directs staff involved in post-auditing field and central office advancement account purchases and purchasing card purchases.

Manages staff involved in the resolution of vendor payment inquiries.

Performs the full range of supervisory duties.

The employee in this job may participate in the performance of subordinates' work consistent with operational or organizational requirements.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES:

Knowledge of state and federal laws, rules, and regulations impacting the review of financial documents.

Knowledge of basic accounting principles.

Knowledge of office management methods.

Knowledge of the principles and practices of employee supervision.

Ability to perform, manipulate, and interpret mathematical calculations and expressions.

Ability to review and interpret various reports, transactions, policies, and documents to make recommendations.

Ability to establish and maintain effective working relationships.

Ability to communicate effectively orally.

Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING:

Six years of experience conducting the financial review of documents for compliance with federal and state laws, rules and regulations including three years in a supervisory capacity; and a bachelor’s degree including fifteen credits in finance, business, accounting or closely related field;

                                                                                                                                                           or

An equivalent combination of experience and training that includes three years of experience in supervising the conduct of the financial review of documents for compliance with federal and state laws, rules and regulations and fifteen credits in finance, business, accounting or closely related field.