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. This position will report to the Manager of Audit and Closeout.
Responsibilities
Serve as a point of contact for invoice and voucher auditing, processing, and administrative responsibilities within the MBTA Financial and Project Management Information Systems, including the Capital Management System (CMS), Financial Management System (PeopleSoft), e-Builder, as well as any future system(s) that may be implemented by the Authority.
Facilitate the timely audit and effective processing of consultant and contractor invoices.
Assist in conducting pre-audits, interim, and post-audits of consultant contracts to determine the feasibility of proposed and appropriateness of actual costs.
Establish applicable overhead rates and study audits of claims made by consulting firms. Communicate with professional services consultants to request Letters of Credit to ensure that consultants comply with MBTA contract provisions.
Assist management in the development and implementation of auditing methods and review procedures required for the processing and payment of invoices for consultant contracts.
Work closely with outside CPAs engaged to audit professional services contracts awarded to consultants by the Authority.
Assist in the review of budgets and audit programs submitted by CPAs for cost analysis. Assist in the review of the Work Papers File submitted by CPAs upon completion of the audit assignments to ensure that proposed costs are in accordance with FTA Circular 4220.1F Cost Analysis Requirement.
Assist in maintaining the security of all off-site areas and organizing the archiving of invoices.
Perform various administrative duties in CMS, FMIS, e-Builder and/or any future systems the MBTA may implement, as required.
Assist in the design, development, and automation of various reports and process guides.
Assist in the development and annual review of SOPs and Capital Programs Support procedure manuals.
Assist MBTA Project Offices with design and construction contracts and project closeout.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a courteous and professional manner.
Qualifications
Bachelor's degree in Business Administration, Accounting, Finance, or a related field from an accredited institution.
Three (3) years of experience in
invoicing and billing.
Effective organizational, analytical, quantitative, accounting, and confidentiality skills. Proficient in Word, Excel, and database software.
Ability to work independently with minimal supervision and check one’s own work to ensure it is error-free.
Ability to demonstrate progressive knowledge and comprehension of policies and procedures.
Ability to provide internal and external customers with a courteous and professional experience.
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.
Preferred Experience and 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 two (2) years of directly related experience substitutes for the bachelor’s degree requirement.
An associate degree from an accredited institution an additional one (1) 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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Responsibilities
Serve as a point of contact for invoice and voucher auditing, processing, and administrative responsibilities within the MBTA Financial and Project Management Information Systems, including the Capital Management System (CMS), Financial Management System (PeopleSoft), e-Builder, as well as any future system(s) that may be implemented by the Authority.
Facilitate the timely audit and effective processing of consultant and contractor invoices.
Assist in conducting pre-audits, interim, and post-audits of consultant contracts to determine the feasibility of proposed and appropriateness of actual costs.
Establish applicable overhead rates and study audits of claims made by consulting firms. Communicate with professional services consultants to request Letters of Credit to ensure that consultants comply with MBTA contract provisions.
Assist management in the development and implementation of auditing methods and review procedures required for the processing and payment of invoices for consultant contracts.
Work closely with outside CPAs engaged to audit professional services contracts awarded to consultants by the Authority.
Assist in the review of budgets and audit programs submitted by CPAs for cost analysis. Assist in the review of the Work Papers File submitted by CPAs upon completion of the audit assignments to ensure that proposed costs are in accordance with FTA Circular 4220.1F Cost Analysis Requirement.
Assist in maintaining the security of all off-site areas and organizing the archiving of invoices.
Perform various administrative duties in CMS, FMIS, e-Builder and/or any future systems the MBTA may implement, as required.
Assist in the design, development, and automation of various reports and process guides.
Assist in the development and annual review of SOPs and Capital Programs Support procedure manuals.
Assist MBTA Project Offices with design and construction contracts and project closeout.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a courteous and professional manner.
Qualifications
Bachelor's degree in Business Administration, Accounting, Finance, or a related field from an accredited institution.
Three (3) years of experience in
invoicing and billing.
Effective organizational, analytical, quantitative, accounting, and confidentiality skills. Proficient in Word, Excel, and database software.
Ability to work independently with minimal supervision and check one’s own work to ensure it is error-free.
Ability to demonstrate progressive knowledge and comprehension of policies and procedures.
Ability to provide internal and external customers with a courteous and professional experience.
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.
Preferred Experience and 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 two (2) years of directly related experience substitutes for the bachelor’s degree requirement.
An associate degree from an accredited institution an additional one (1) 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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