GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: This position is designated as an Emergency Personnel position. Due to the critical nature of these job functions, this position will be required to report to his/her assigned work site as scheduled, regardless of an emergency situation that may otherwise affect staffing of other state offices. The Accountant IV -Operations Account Coordinator is responsible for processing MMARS transactions in accordance with agency and Comptroller policies and procedures (CT, PC, GAE, PRC, GAE, ER, EX, CR, CD, ITI, ITA, VCC, VCM), or other financial activities as needed to support fiscal needs. Under the supervision of the MEMA Fiscal Coordinator, transactions will be entered against state, federal, capital, and trust funded appropriations for annual expenses, one-time projects, ad hoc spending, and emergency costs. Accountant IV will also complete ISAs, to include BGCN/BGRG entries, and track spending against interagency appropriations. The position will interpret vendor invoices and Department encumbrance transactions when preparing Commonwealth's vendor invoice payments and Interact with the Procurement Unit for appropriate encumbrances and/or details as well communicate with both Budget and Procurement for increases/decreases to existing encumbrances. The position will serve as back up to the Federal Accounts Coordinator to perform encumbrances, payments, and draws as needed. The Accountant IV will enter Fixed Asset MMARS entries, file annual asset reports, coordinate with Procurement Unit on receiving, and conduct GAAP and not-GAAP physical inventories. The position is responsible for monitoring funding levels and approved budgets to ensure fiscal transactions are with set limits. The Accountant IV will utilize the Commonwealth Information Warehouse to access information necessary for regular reporting to Senior Staff, Agency Staff, and other positions within the Fiscal Unit. The Operations Account Coordinator will support all units through the review and submission of vendor set up forms and transactions for new and updated vendors. The Accountant IV will adhere to the MEMA Internal Control Plan and contribute policy and procedure updates to the plan to ensure Operations Fiscal activities are conducted in compliance with all state and federal requirements. The Accountant IV will contribute to and adhere to the Chart of Accounts structure to ensure all transactions are coded in the accountings system to support internal and external reporting requirements. Participates in emergency response for federally graded exercises, drills and EOC emergency operations. Perform related work as required or assigned. DETAILED STATEMENT OF DUTIES & RESPONSIBILITIES: Process encumbrances, payments, and accounts payable documents (CT, PC, GAE, PRC, GAE, ER, EX, CR, CD, ITI, ITA, VCC, VCM), or other financial activities as needed to support fiscal needs. MMARS documents are processed in accordance with state/federal policies and procedures. Chart of Accounts elements are monitored, updated, and appropriately applied to all transactions Inter-agency Service Agreements (ISAs) are executed and accounted for in a timely fashion and monitored for internal and external reporting needs. Monitor expenditure levels for various agency accounts and encumbrances, recommend appropriate action if necessary. Fiscal liaison to MEMA contracts position(s) to ensure all required fiscal documentation is developed and maintained for audit back up, including logging and tracking of invoices. Provides recommendations for policies and procedures that ensure fiscal compliance, efficient business processes, and clear staff understanding or obligations under policies. Coordinate with the Office of the State Comptroller as needed to provide information or address transaction issues. Monitor, track, and analyze MEMA expenditures during activations Maintain detailed information on MEMA spending during emergencies to develop and submit reimbursement submissions to FEMA Analysis and projections based on FEMA and other data as needed to assist the Commonwealth in determining non-federal payment eligibility and amounts. Create new Vendor Profiles into the MMARS system. Maintain and track records management for MEMA including but not limited to sending records out to the Commonwealth records board. Participate in emergency operations response as an observer/player for nuclear drills and exercises as require May be required to work extended hours, including during nights and weekends in the event of an emergency affecting the Commonwealth. May be required to travel for overnight stays. May, or will be required to carry and use a radio when away from the office during duty hours to ensure enhanced communications with headquarters and/or regional offices. Must have basic computer knowledge and experience, and a willingness to learn advanced applications as they pertain to assigned duties and responsibilities. Must have ability to provide for his/her reliable transportation to and from work or assigned locations, on a daily basis as well as during an emergency activation. Must have ability to form harmonious working relations with others and be able to work well as part of a team. Perform related work as required or assigned. QUALIFICATIONS REQUIRED AT HIRE: 1. Knowledge of the principles and practices of accounting, including terminology. 2. Knowledge of the methods of general report writing. 3. Ability to analyze and determine the applicability of accounting data, to draw conclusions and make appropriate recommendations. 4. Ability to read and interpret documents such as financial reports, accounts and ledgers. 5. Ability to understand, and apply and explain the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities. 6. Ability to perform mathematical calculations using formulas to solve accounting problems. 7. Ability to follow oral and written instructions. 8. Ability to gather information by examining records and documents and through questioning individuals. 9. Ability to maintain accurate records. 10. Ability to prepare general and financial reports. 11. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. 12. Ability to communicate effectively in oral expression. 13. Ability to exercise sound judgment. 14. Ability to exercise discretion in handling confidential information. 15. Ability to deal tactfully with others. 16. Ability to establish and maintain harmonious working relationships with others. 17. Ability to work independently. 18. Ability to work in a team setting. 19. Ability to give written and oral instructions in a precise, understandable manner. 20. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action. 21. Knowledge of the principles, practices and techniques of supervision. QUALIFICATIONS ACQUIRED ON THE JOB: 1. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unity activities. 2. Knowledge of the @types and used of agency forms. 3. Knowledge of state budgetary procedures including terminology. 4. Knowledge of state accounting procedures including terminology. 5. Knowledge of the principles and practices of cost accounting. 6. Knowledge of availability and application of electronic date processing to accounting. 7. Knowledge of the principles and practices of governmental accounting. 8. Knowledge of the terminology and standard abbreviations used in governmental accounting First consideration will be given to those applicants that apply within the first 14 days. Minimum Entrance Requirements: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in accounting or auditing, of which at least (B) two years must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below. Substitutions: I. An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience. II. A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience. III. A Graduate degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience and one year of the required (B) experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: Educational substitutions will only be permitted for a maximum of one year of the required (B) experience. Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits and Rewards! An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: Accounting and Finance Organization: Emergency Management Agency Title: *Accountant IV Location: Massachusetts-Framingham-400 Worcester Road Requisition ID: 2600012B
