MBTA
The Audit and Closeout Group is a small multi-dimensional group within Contract Services, Capital Programs Support working to assist Project Delivery teams in a variety of administrative capacities, including the timely review and processing of invoices, the review of Standard Operating Procedures, facilitating process improvements within the various administrative workflows, and assisting Project Delivery teams with the closeout of design and construction contracts.
The Sr Analyst, Audit and Closeout position will report to the Manager of Audit and Closeout providing daily analytical and administrative support, including the audit of invoices and contract items as well as coordination and implementation of departmental programs, procedures, and other contract-related analysis and administrative responsibilities in the areas of Design, Construction, and/or Contract Administration to ensure adherence to Authority and FTA policies and procedures.
Assist with managing professional services auditing staff and serve as a point of contact for invoice and voucher auditing, processing, and administrative responsibilities within the MBTA Financial Systems, including the Capital Management System (CMS), and Financial Management System (PeopleSoft).
Assist in the development and annual review of SOP’s and Capital Programs Support procedure manuals.
Evaluate professional services invoices for accuracy and compliance with MBTA Standard Operating Procedures (SOPs) and federal regulations. Determine adequacy, effectiveness, and compliance with MBTA SOPs.
Identify risks within the process workflows and recommend improvements. Present findings to senior leadership in the form of reports and presentations.
Provide personnel oversight and training as required.
Provide upper management with accurate invoice/payment statistics on a weekly, monthly, and yearly basis.
Oversee the Certified Public Accountant pool services and assign internal & external audits.
Review completed vouchers and invoices audited by staff.
Support procurement planning, administration, and monitoring for operational and Capital Delivery and other areas of Authority consultant services contract invoicing.
Support the implementation, data entry and reporting associated with B2G Compliance Software.
Perform a variety of administrative duties including but not limited to internal reviews, and audits of contracts and invoices. Assist management in the development & implementation of auditing methods and review procedures required for the processing and payment of billings for consultant contracts.
Oversee the records retention process, maintain the security of all off-site areas, and organize the archiving of invoices, and pre-audits to provide adequate space needed within the office.
Manage work performed by outside CPA services engaged to audit professional services contracts awarded to consultants by the Authority.
Analyze audit programs prepared by CPAs and review Work papers File submitted by CPAs upon completion of the audit assignments to ensure that proposed costs are following FTA Circular 4220.1F Cost analysis Requirement.
Perform various CMS, FMIS, and -Builder administrative duties, as required.
Assist in the design, development, and automation of various reports and process guides.
Assist MBTA Project Offices with design and construction contracts and project closeout.
Respond to each inquiry, whether from a customer, vendor, or co-worker courteously and professionally.
Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
Ensure the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable), and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment, and Anti-Retaliation policies.
Perform related duties and projects as assigned.
A Bachelor's degree in Business Administration, Accounting or Finance.
Five (5) years of accounting-related work experience in invoicing and billing.
Effective organizational, analytical, quantitative, accounting, and confidentiality skills.
Proficient in Word, Excel, and database software.
Work independently with minimal supervision and oversee one’s work to ensure it is error-free.
Assist Management with internal and external customers courteously and professionally.
Excellent attention to detail to effectively review data and numbers.
Strong critical thinking skills used to gather data and make informed decisions.
Strong communication skills and the ability to effectively communicate with customers, employees, vendors, contractors, and state and federal agencies.
Demonstrate excellent negotiation, communication, conflict resolution, and writing skills.
The ability to maintain and protect personal and confidential information.
The ability to work effectively with a diverse workforce.
Adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
Have the ability to supervise and work effectively with a diverse workforce.
Preferred Experience and Required Skills
Experience with invoicing in a high-volume environment.
Billing experience in a transit or construction setting, and/or the public sector.
A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor’s degree requirement
An Associate’s degree from an accredited institution an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement
A Master’s degree in a related subject substitutes for two (2) years of general experience.
A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience
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The Sr Analyst, Audit and Closeout position will report to the Manager of Audit and Closeout providing daily analytical and administrative support, including the audit of invoices and contract items as well as coordination and implementation of departmental programs, procedures, and other contract-related analysis and administrative responsibilities in the areas of Design, Construction, and/or Contract Administration to ensure adherence to Authority and FTA policies and procedures.
Assist with managing professional services auditing staff and serve as a point of contact for invoice and voucher auditing, processing, and administrative responsibilities within the MBTA Financial Systems, including the Capital Management System (CMS), and Financial Management System (PeopleSoft).
Assist in the development and annual review of SOP’s and Capital Programs Support procedure manuals.
Evaluate professional services invoices for accuracy and compliance with MBTA Standard Operating Procedures (SOPs) and federal regulations. Determine adequacy, effectiveness, and compliance with MBTA SOPs.
Identify risks within the process workflows and recommend improvements. Present findings to senior leadership in the form of reports and presentations.
Provide personnel oversight and training as required.
Provide upper management with accurate invoice/payment statistics on a weekly, monthly, and yearly basis.
Oversee the Certified Public Accountant pool services and assign internal & external audits.
Review completed vouchers and invoices audited by staff.
Support procurement planning, administration, and monitoring for operational and Capital Delivery and other areas of Authority consultant services contract invoicing.
Support the implementation, data entry and reporting associated with B2G Compliance Software.
Perform a variety of administrative duties including but not limited to internal reviews, and audits of contracts and invoices. Assist management in the development & implementation of auditing methods and review procedures required for the processing and payment of billings for consultant contracts.
Oversee the records retention process, maintain the security of all off-site areas, and organize the archiving of invoices, and pre-audits to provide adequate space needed within the office.
Manage work performed by outside CPA services engaged to audit professional services contracts awarded to consultants by the Authority.
Analyze audit programs prepared by CPAs and review Work papers File submitted by CPAs upon completion of the audit assignments to ensure that proposed costs are following FTA Circular 4220.1F Cost analysis Requirement.
Perform various CMS, FMIS, and -Builder administrative duties, as required.
Assist in the design, development, and automation of various reports and process guides.
Assist MBTA Project Offices with design and construction contracts and project closeout.
Respond to each inquiry, whether from a customer, vendor, or co-worker courteously and professionally.
Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
Ensure the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable), and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment, and Anti-Retaliation policies.
Perform related duties and projects as assigned.
A Bachelor's degree in Business Administration, Accounting or Finance.
Five (5) years of accounting-related work experience in invoicing and billing.
Effective organizational, analytical, quantitative, accounting, and confidentiality skills.
Proficient in Word, Excel, and database software.
Work independently with minimal supervision and oversee one’s work to ensure it is error-free.
Assist Management with internal and external customers courteously and professionally.
Excellent attention to detail to effectively review data and numbers.
Strong critical thinking skills used to gather data and make informed decisions.
Strong communication skills and the ability to effectively communicate with customers, employees, vendors, contractors, and state and federal agencies.
Demonstrate excellent negotiation, communication, conflict resolution, and writing skills.
The ability to maintain and protect personal and confidential information.
The ability to work effectively with a diverse workforce.
Adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
Have the ability to supervise and work effectively with a diverse workforce.
Preferred Experience and Required Skills
Experience with invoicing in a high-volume environment.
Billing experience in a transit or construction setting, and/or the public sector.
A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor’s degree requirement
An Associate’s degree from an accredited institution an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement
A Master’s degree in a related subject substitutes for two (2) years of general experience.
A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience
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