Job Description

The Veterans Home at Holyoke is seeking a dynamic, detail-oriented and mission driven individual for our Accountant II vacancy. The selected candidate will play a vital role in the business office processing all accounts payable transactions with the state's accounting system (MMARS). The Accountant II will also help ensure all payment procedures are followed while working to maintain positive relationships with the Home's vendors.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Process encumbrances and payments to assure conformance with the Office of the State Comptroller, departmental policies and procedures and internal controls.
• Enters purchase orders into the Commonwealth's Accounting System (MMARS) by creating and encumbering funds needed.
• For goods received, forwards copy of the purchase order to the Storeroom receiver to await delivery verification.
• Assesses the Storeroom receiver's daily receiving log once goods are received, signed PO and packing slip for accuracy of receivable.
• Matches packing slips and/or receiving copies of signed purchase orders from receiver with vendor invoices to further process for payment.
• Handles records management responsibilities for accounts payable-related documents according to the Comptroller's office procedures.
• Process incoming mail by date stamping invoices upon receipt into the facility.
• Monitors Business Office email box for incoming invoices, prints, stamps received and files awaiting delivery or service completion.
• Reviews invoices on any discrepancy between goods received, documentation from receiver and goods invoiced.
• Retrieves signatures from appropriate units that services have been completed and then processes payment to vendor.
• Confers with vendors on any discrepancies with invoices or payment issues.
• Prepares invoices for payment and data entry into MMARS taking advantage of all prompt pay discounts offered by state vendors.
• Scans payment documentation on vendor folders once payment is submitted and finalized in MMARS.
• Periodically reviews vendor statements to determine any discrepancies between amounts paid and amounts outstanding on statements.
• Remains up to date on MMARS policies and procedures.
• Performs other related duties as required.

• Knowledge of routine office procedures such as telephone etiquette and routine filing and sorting.
• Knowledge of the principles and practices of accounting including terminology.
• Ability to operate standard office equipment such as an adding machine, personal computer, fax machine, scanner and photo copier.
• Ability to communicate tactfully and courteously with co-workers, veterans, family members of veterans and the general public.
• Ability to create and maintain harmonious relationships with others.
• Ability to read and interpret documents such as financial reports, accounts and ledgers.
• Ability to understand and complete forms.
• Ability to work accurately with data, including arithmetical computations.
• Ability to be neat and accurate.
• Knowledge of MS Office, ie. Access, Excel, and Word.

• Knowledge of the Veterans Home at Holyoke procedures relating to the daily operations of the Business Office.
• Knowledge of the Commonwealth of Massachusetts (MMARS) and policies, rules, and regulations relating to the Office of the State Comptroller.
• Knowledge of records to be maintained by the facility for auditing purposes.