Job Description

About the Operational Services Division (OSD)

The Operational Services Division (OSD) is an oversight agency of the Commonwealth of Massachusetts within the Executive Office for Administration and Finance. OSD's primary focus is to help our government buyers and business customers succeed in meeting their goals by providing outstanding customer service, competent advice and guidance, and high-quality products and services that exceed the expectations of those we serve.

Join our Dynamic Team

OSD's diverse workforce of 150+ professionals operate in a hybrid environment, fostering collaboration and professionalism. We are seeking motivated and dedicated professionals to join our dynamic team. OSD is comprised of several units that administer a broad range of activities, including: Strategic Sourcing Services, Commonwealth Print and Mail Services, Surplus Property Program, the Local Government Enablement Team, and more. The finance unit is responsible for the OSD budget, departmental procurements, revenue/chargeback activities and accounts payable.

• Process Accounts Payable documents to ensure prompt payment of vendor invoices. The process entails reviewing invoices for appropriateness and compliance with policy, regulation, and procedures.
• Process transactions in MMARS completely, accurately monitor transactions through completion, and communicate approval of documents or problems to affected departmental staff.
• Confer with agency personnel and vendors by telephone, in writing or in person, to resolve accounting discrepancies and/or obtain documentation to support invoices, reports and/or projects.
• Recommend process changes if needed to improve the efficiency of the transaction processing.
• Establish or update vendor information in MMARS. Review vendor documentation for accuracy and completion, and if needed follow-up with agency staff to obtain missing information. Work with the staff of the Comptroller's Office to resolve processing delays.
• Monitor funding of obligations and effectively communications need for budgetary changes to the CFO.
• Assist in the coordination of fiscal year closing and opening activities; provides relevant information to management.
• Track transactions processed from data entry through final approval and maintain files for encumbrances and payment documents for audit trail. Documents include vendor invoices, packing slips and related supporting documentation.
• Provide backup to staff in the HR/Operations/Finance unit as needed. This can include entering encumbrances, providing reception coverage, sorting mail, and assisting agency staff with purchasing and vendors issues.
• Review employee reimbursements and reconcile actual employee reimbursements to ensure payments are accurate.
• Utilize Microsoft Office products including Excel, Word, and Outlook to produce documents used for analysis, update existing documents with financial data and create correspondence as needed.
• Utilizing the principles of the 4 Disciplines of Execution, participate as a member a team working towards OSD agency WIG.

• Knowledge and understanding of accounting principles and practices
• Demonstrated ability to read and interpret financial reports, accounts and ledgers, proficiency in calculating, balancing and compiling figures.
• Ability to analyze and determine the applicability of accounting data, to draw conclusions and to make appropriate recommendations.
• Understanding of state budgetary process, state accounting procedures, and the Commonwealth's procurement policies and procedures.
• Experience with MMARS payment system, COMMBUYS and other state applications; including the Commonwealth Information Warehouse.
• Capacity to maintain accurate records and exercise discretion in handling confidential information.

• Action Oriented: Proactively takes initiative and drives tasks to completion, demonstrating a sense of urgency and a focus on achieving concrete results.
• Manages Ambiguity: Effectively navigates and thrives in situations with unclear or uncertain conditions, making informed decisions, and maintaining a steady course in the face of ambiguity.
• Business Insight: Possesses a deep understanding of the organization's industry, market trends, and competitive landscape, using this knowledge to inform strategic decisions.
• Effective Communication: Conveys ideas and information clearly and persuasively, tailoring communication style to the audience, and ensuring a shared understanding among diverse stakeholders.
• Cultivates Innovation: Encourages a culture of creativity and innovation, fostering an environment where new ideas are welcomed, and continuous improvement is a shared goal.
• Drives Results: Sets high standards for performance and actively works towards achieving challenging goals, focusing on delivering measurable and impactful outcomes.
• Builds Effective Teams: Creates and sustains high-performing teams by fostering collaboration, leveraging individual strengths, and promoting a positive team culture.
• Drives Vision and Purpose: Inspires others by communicating a compelling vision and purpose for the organization, aligning teams toward common goals, and motivating them to achieve exceptional results.
• Ensures Accountability: Demonstrates a commitment to making information, processes, and resources readily available and easily understandable for all stakeholders.
• Be Customer focused: Building strong customer relationships and delivering customer-centric solutions. Gaining insight into customers' needs, identifying opportunities that benefit the customer and building and delivering solutions that meet customer expectation.
• Drives Collaboration: Building formal and informal partnerships and working together with others to meet shared objectives and getting work done. Crediting others for their contributions and accomplishments thereby gaining their trust and support.