04/11/2009 03075

DIRECTOR, BUREAU OF PAYABLE SERVICES

DEFINITION:

This is professional managerial work in planning, organizing, and directing the functions of the Bureau of Payable Services, Office of Comptroller Operations.

The employee in this job is responsible for directing the invoice processing, contracting, and Payable Services Center functions through subordinate managers. Work involves managing staff and operations involved in processing the Purchase Order (PO)-based invoice processing, non-PO invoice processing, and exception processing functions; contracting, service and commodity purchase orders, service requests for proposal (RFP), and grant agreements; and vendor activities, including issue resolution, vendor data management, scanning, and mailroom support functions. Work also involves developing, implementing, and administering policies and procedures related to the Bureau’s functions; 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; and working with agencies on resolutions to issues and problems and identifying process improvements. Supervision is exercised over subordinate managers who direct the work of the invoice processing, contracts, and Payables Services Center functions. Work is performed with a high degree of independence and is reviewed by the Chief Accounting Officer for attainment of objectives and overall effectiveness.

EXAMPLES OF WORK:

Plans, organizes, and directs the work of Bureau staff and manages operations.

Develops, implements, and administers policies and procedures related to payable services for the Commonwealth in a central location.

Develops and tracks performance measures for the Bureau and implements annual and long-term plans to address deficiencies.

Identifies workflow issues and redeploys resources to address needs.

Addresses escalated issues and provides resolution.

Provides assistance and guidance to Commonwealth agencies with invoice processing, contracting, or vendor relations issues and prepares or directs the preparation of extensive communications to agencies and contractors.

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.

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, regulations, and procedures impacting the review of financial documents.

Knowledge of state and federal laws, rules, regulations, and procedures impacting contracting functions.

Knowledge of state and federal laws, rules, regulations and procedures impacting purchasing functions.

Knowledge of accounting principles.

Knowledge of the principles and practices of employee supervision.

Knowledge of office management methods.

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

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

Ability to establish and maintain effective working relationships.

Ability to communicate effectively orally.

Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING:

One year as Chief, Invoice Processing Division or Chief, Contracts Division;

                                                                                                                        or

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

                                                                                                                       or

Seven years of experience involving contract work 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 four years of experience in supervising the conduct of the financial review of documents or three years supervising contracts for compliance with federal and state laws, rules and regulations and fifteen college credits in finance, business, accounting or closely related field.