BEST Program Vendor Management, Contracts and Accounts Payable Team Lead

INTERNAL POSTING ANNOUNCEMENT FOR COMMONWEALTH OF MASSACHUETTES EMPLOYEES About the Office of the Comptroller The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards.
We also oversee capital assets, federal funding inflows, and other transactions.
We also own and maintain statewide payments and payroll systems, safeguarding critical financial information.
We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.
As stewards of the public trust, CTR aspires to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.
The powers and obligations of the Office of the Comptroller are generally dictated by M.
G.
L.
c.
7A.
About Business Enterprise Systems Transformation (BEST) Program The Commonwealth of Massachusetts is undertaking a multi-year project known as the Business Enterprise Systems Transformation (BEST) Program to implement a comprehensive Enterprise Resource Planning (ERP) software solution that will support a wide range of business functions used by all state agencies.
The initial scope of the project is to implement functionality that supports Financial Management of the Commonwealth by replacing its core financial and accounting system, currently known as MMARS, which is used by 150+ state agencies.
It is envisioned that the new solution will also include additional modules that support a full software suite capable of addressing government business needs including Human Capital Management, Payroll and other capabilities that will provide the Commonwealth with the capacity to migrate other applications to a single solution platform over time should it elect to do so.
The BEST Program will begin with Phase 1 implementation of a new Financial Management and General Ledger solution over an 18–24-month period beginning in the second quarter of State Fiscal Year 2024 (October 2023).
It is the Commonwealth’s intent that the ERP solution will be delivered as a SaaS (cloud) solution that will replace the Commonwealth’s current heavy investment in highly customized software housed “on premise” on virtual or physical servers.
The BEST Program is jointly sponsored by the Secretary for Administration and Finance, Comptroller of the Commonwealth and the Secretary of Technology Services and Security.
This job posting is being issued through the Office of the Comptroller.
More information can be found at www.
mabest.
org.
Position Summary The BEST Vendor Management, Contracts and Accounts Payable Lead (VM-AP Lead) will support the implementation of Vendor Management, Contracts and Accounts Payable (AP) functionality of the new Financials solution.
This Lead will work with a project team comprised of system integration (SI) and product vendors staff, BEST Program staff, and agency Subject Matter Experts (SMEs) assigned to the project.
Throughout the design and implementation phases of the project, the VM-AP Lead will be advised by Functional Implementation Experts (FIE) comprised of agency Subject Matter Experts (SMEs).
The FIEs will provide input and guidance on design and implementation issues that are identified by the functional team and may also be asked to join the team during software configuration Sprints to provide full-time input for short periods of time.
The team led by the VM-AP Lead will be responsible for the implementation of functions in the following areas: · Vendor and Customer Registration and Management · Contract and Encumbrance Management Ø Contract document management and contract lifecycle management Ø Discount management Ø Purchase orders management Ø Inter-agency service agreement management · Accounts Payables Ø Vendor and customer payment management Ø Payment scheduling, processing, issuance, and reconciliation Ø Managing accounts payable period and end of fiscal year closing · Tax Reporting and Withholding · Procurement/Inventory Ø Vendor catalog management Ø Commodity code maintenance Ø Procurement/purchase card processing Ø Purchasing order processing Ø Receiving and inventory management Initially the team will review the functionality of the selected Financials software to determine how that software will be configured to address Commonwealth requirements and will make every effort to adopt the best practices of the new solution.
It is expected that business process change from current practices will be identified and that change management activities will occupy an important place in the overall success of the project.
The VM-AP Lead will work with the BEST Financials Solution Lead and Change Management Lead to keep these teams apprised of such changes and provide consultation and advice on the change management strategy.
During the initial planning and design stages of the project, certain areas may be identified where additional software functionality is needed to meet federally or state mandated public sector business requirements.
In these cases, which will be kept to a minimum, the VM-AP Lead will work with the system integration and product vendors and BEST team to scope out requirements, identify options for solutions and, if approved, participate as needed to implement the approved option.
Following the design and configuration stages, the VM-AP Lead will coordinate functional testing of the vendor management, contracts, and accounts payable modules with the support of the BEST QA/Test Team.
The VM-AP Lead will participate in User Acceptance Testing (UAT) including developing test cases and scripts with the QA/Test Team, reviewing test results, and recommending mitigation for identified issues.
In addition, team members may be required to participate in testing deliverables from BEST technical teams such as data conversion and interfaces.
The BEST Vendor Management, Contracts and Accounts Payable Lead will be a member of the BEST Program Management Office (PMO), reporting administratively to the CTR Chief Operating Officer and for daily oversight to the BEST Financial Solutions Lead.
Specific Duties · Work with the system integration (SI) and product vendors, stakeholders, and subject matter experts to analyze the business context, as well as change requirements related to the implementation of the Vendor Management (VM), Contracting and Accounts Payable (AP) functions of the new Financials solution.
This includes defining the requirements and configuration options for these components.
· Understand the VM, Contracts and AP financial management and reporting business processes of large-scale organizations and apply that understanding when reviewing configuration and design options offered in the new Financials solution.
· In conjunction with the SI vendor, elicit requirements for configuration of the new software through facilitated meetings with SMEs, document analysis, and/or requirements workshops and record options and recommendations using business process descriptions, use cases, scenarios and task and workflow Visio diagrams for both current as is processes and new to be processes.
· Critically evaluate information gathered from multiple sources, reconcile conflicts, creatively develop new solutions to existing problems, break down high level information into details and distinguish user requests from underlying true needs.
· Identify the organizational impact on skills, processes, structures, and business culture of the new Financials solution and cooperate with change management project staff to plan for communication, training and readiness tasks and materials.
· In those instances where functionality is not available in the base software to meet Commonwealth or other mandated requirements, work collaboratively with the SI and product vendors, and SMEs to define requirements, provide options for a solution and, if approved, support the implementation of the functionality.
· Provide guidance and direction to the VM-AP team on planning, design, configuration, testing and deployment tasks to ensure the quality and timeliness of deliverables and tasks in line with the overall project implementation plan.
· Work with the BEST Data and Information Team to identify standard delivered reports related to vendor management, contracts, and accounts payable functions, how to configure those reports for use by the Commonwealth, and testing of reports, queries and dashboards as needed.
· In cooperation with the BEST QA and Test Lead, ensure the documentation of configuration options and decisions and all other project artifacts related to the standards, processes and decisions made regarding the functional implementation of the new Financials solution.
· Work with the BEST Data Integration Team and business partners to identify requirements for any interfaces to or from the new solution as they relate to accounts receivable and cash management functions.
· Participate in the development of the Project Plan, Risk log, Issues Log, Change Control log, Status Reports and other project management office documentation and contribute to updates as needed.
· Participate in the Project’s review of SI and product vendor deliverables.
· Work collaboratively and collectively with other program team leads and team members to help ensure program timeline, communications, agency support, testing, training plans and deliverables stay on track.
Salary Range: $130,000 - $145,000 This is a management position.
Annual compensation will be negotiated with the candidate based on years of experience.
Benefits Package CTR is pleased to offer a comprehensive benefits package for its employees and managers.
The specific components and eligibility may vary based upon position classification, hours worked per week and other variables.
Therefore, specific benefits for this position may be discussed as part of the interview and offer process.
The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth’s Group Insurance, and optional pre-tax Health Savings Account plans.
Details of the various plans and the cost split between employer and employee may be reviewed by looking at the Group Insurance website, https://www.
mass.
gov/orgs/group-insurance-commission and/or as part of the interview process.
CTR employees also participate in the Commonwealth’s State Retirement Plan, which may become a Defined Benefit Plan for those that both vest and subsequently retire from State service.
Follow this link for additional retirement information: https://www.
mass.
gov/treasury/retirement/state-board-of-retire/ In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other programs.
This position may be eligible for the federal Public Service Loan Forgiveness (PSLF) program administered by the Federal Government.
CTR Hybrid Work Model CTR began operating its hybrid work model on November 1, 2021.
Under this policy, employees are currently required to work a minimum of four business days per month (two set by management and two set by the employee) on-site at CTR’s Boston office and may work remotely the remainder of the time at a location approved by their supervisor, so long as they comply with the requirements of the telework policy.
Under this policy, all employees must be able to report to the Boston office with little or no notice, even including the same workday should an exigent circumstance arise.
Therefore, a reasonable proximity to the office is necessary.
CTR does not reimburse for employees to travel to the office.
In addition, the successful candidate may be required to work primarily on site in Boston during the initial training and orientation period and/or for certain positions a primarily on-site role may be necessary.
Hours Hours of work are Monday through Friday, except for holidays, on a full-time basis, with a compensated workday of 7.
5 hours per day (37.
5 hours per week).
A selected candidate’s exact schedule may be set with the direct supervisor.
Overtime, night, and weekend work schedules will be set with the position’s direct supervisor.
Commitment to Diversity CTR is committed to building a diverse staff at all levels across its entire agency.
CTR IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.
Application Process The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.
Interested candidates must submit their materials electronically, by email no later than 5:00 pm, December 14, 2023.
Submissions should include the following: · a letter of intent, · resume, · a list of relevant vendor and customer and contract and encumbrance management, accounts payable, tax reporting and withholding and procurement/inventory experience, · two business writing samples, and · three professional references.
Your application package should be submitted to: CTR-HR@mass.
gov Applicant packets will be reviewed and considered on a rolling basis so interested applicants are encouraged to apply as soon as possible.
Late submissions are reviewed at the discretion of CTR.
Please include position title and position number in the subject line of your submission: BEST Vendor Management, Contracts and Accounts Payable Lead, FY24-012A Required Background Check – Including Tax Compliance CTR requires a background check on all prospective employees as a condition of employment.
Candidates should know that the background check is not initiated until: A candidate is invited to a second or subsequent interview and The candidate has signed the Background Check Authorization Form and related releases.
This background check includes: a Criminal Offender Record Information (CORI) check, Commonwealth Department of Revenue state tax compliance.
Candidates with advanced degrees and professional licenses may have these credentials verified.
Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.
Further Information To learn more about the BEST Program, please visit the Program web site at: https://www.
mabest.
org/ .
Please visit https://www.
macomptroller.
org for more information about the Office of the Comptroller.
Qualifications Required Skills · Extensive knowledge of vendor management and reporting practices.
· Extensive knowledge of contracting procedures and related reporting practices.
· Extensive knowledge of accounts payable procedures and related reporting practices.
· Ability to facilitate understanding of existing and new functionality, identification, and resolution for areas where business processes depart from the delivered software solutions and to recommend best practices from experience.
· Knowledge and understanding of business information and reporting principles and processes.
· Knowledge and understanding of system development life cycle methodologies including Agile software development and rapid prototyping.
· Superior analytical and technical skills.
· Proficient communication skills including written, and verbal, presentation and facilitation delivery skills required to lead and facilitate meetings and working on planning solutions.
Preferred Qualifications Experience with Software as a Service cloud implementations particularly those in which legacy on premise applications have been migrated to cloud delivery options.
Minimum Entrance Requirements · Bachelor's degree in a field such as accounting, finance, business administration or a related study, or equivalent experience.
· A minimum of 5-years in-depth experience in financial management business practices in large-scale organizations similar to the Commonwealth.
Official Title: Fiscal Officer VIII Primary Location: United States-Massachusetts-Boston-1 Ashburton Place Job: Accounting and Finance Agency: Off of the State Comptrollers Schedule: Full-time Shift: Day Job Posting: Nov 30, 2023, 10:46:31 AM Number of Openings: 1 Salary: 130,000.
00 - 145,000.
00 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Monica Middleton - 6179742612 Potentially Eligible for a Hybrid Work Schedule: Yes