Accounts Payable & Purchase of Service Accountant

LIFEPATH

JOB DESCRIPTION

TITLE: Accounts Payable & Purchase of Service (POS) Accountant

GENERAL DESCRIPTION:

LifePath is a mission-driven, collaborative, and community-focused human services agency focused on supporting the lives of older adults, individuals with disabilities, and caregivers. We are expanding our Finance team and with the addition of the role of Accounts Payable & POS Accountant.

You will be responsible for the full purchase of service monthly vendor billing cycle, as well as the bi-weekly accounts payable cycle. From invoice receipt through payment, you will help ensure our vendors are paid accurately and on time in adherence to their contracts, while maintaining strong internal controls.

This is a full-time (35 hr/wk) role based out of our Greenfield office, serving the Franklin County, and North Quabbin area. The pillars of our work include inclusion, well-being, and strengthening our communities by supporting all individuals.

We offer excellent benefits including generous PTO, medical/dental/vision insurance, Flex spending, EAP, 401k, and more! 6% pay differential for applicable bilingual skills upon satisfactory completion of fluency assessment.

DUTIES & RESPONSIBILITIES - Purchase of Service Contract Auditing:

1. Review and audit purchase-of-service contracts with vendors, subcontractors, and community-based providers to ensure compliance with contract terms, scope of services, and applicable regulations.
2. Verify that invoiced services were actually rendered, properly authorized, and aligned with contracted rates and unit definitions.
3. Conduct desk audits and on-site reviews of vendor documentation, service logs, attendance records, and supporting files.
4. Working closely with the Home Care Program to identify and document overbillings, duplicate payments, unsupported charges, and contract deviations; make corrective action recommendations.
5. Ensure vendors meet documentation and reporting requirements per state, federal, or grant guidelines (e.g., EOHHS, MassHealth, DDS, or similar Massachusetts agencies).
6. Maintain a comprehensive audit calendar and ensure all POS contracts are reviewed within required cycles.
7. Update and maintain contract databases (A&D) with active services and rates.
8. Maintain a centralized, audit-ready contract repository accessible to finance, program, and leadership staff.
9. Responsible for Access and Service Delivery Manager-User Request Form (SDM-URF) submission to EAST for select vendors.
10. Other duties as assigned.

DUTIES & RESPONSIBILITIES - Accounts Payable:

1. Process high volumes of vendor invoices and purchase orders with accuracy, including coding to the proper general ledger accounts, departments, and cost centers.
2. Perform two- and three-way matching of invoices to purchase orders and receiving documents; investigate and resolve discrepancies with vendors and internal departments.
3. Prepare and run bi-weekly check, ACH, and wire payment batches; review for approvals and supporting documentation before release.
4. Prepare and run monthly AFC caregiver and companion payments.
5. Reconcile vendor statements and AP subledger to the general ledger; research and clear aging items and unapplied credits.
6. Support month-end and year-end close, including accruals, cut-off review, and AP aging analysis.
7. Manage stale dated/unclaimed property and complete state compliance reporting.
8. Maintain vendor master files, including W-9 collection, TIN verification, and banking-change verification to help prevent fraud.
9. Respond promptly to vendor and internal inquiries regarding payment status.
10. Support internal and external audits by providing documentation and schedules.
11. Identify and recommend process improvements to increase efficiency and strengthen controls.
12. Other duties as assigned.

QUALIFICATIONS:

Required

• Associate or bachelor's degree in accounting, finance, or business administration, or equivalent combination of education and experience.
• 2+ years of accounts payable or general accounting experience.
• Working knowledge of GAAP, accrual accounting, and AP internal controls.
• Proficiency in Microsoft Excel, and experience with an ERP or accounting system such as MIP Fund Accounting/Microix, NetSuite, QuickBooks, Sage Intacct, Microsoft Dynamics, Oracle, or similar.
• Strong attention to detail, excellent organizational skills, and an ability to meet deadlines in a fast-paced environment.
• Clear written and verbal communication skills.

Preferred

• Bachelor's degree in accounting.
• Experience with electronic payment platforms.
• Experience in nonprofit accounting.

ADDITIONAL SKILLS & COMPETENCIES

• Accuracy and a high standard for data integrity
• Time management and prioritization
• Professional, collaborative approach to working with vendors and colleagues
• Discretion in handling confidential financial information
• Problem-solving and follow-through

SUPERVISION:

The Accounts Payable & Purchase of Service (POS) Accountant is supervised by the Director of Finance.

Interested in joining the compassionate LifePath team as a Accounts Payable & Purchase of Service Accountant? Please submit a cover letter and your resume.

LifePath is deeply committed to the principles of equity, diversity, and inclusiveness. Bilingual, minorities, women and candidates with disabilities are encouraged to apply. EOE/AA

ESSENTIAL FUNCTIONS:

Physical:

• Visual, speaking, auditory and mobile capacity necessary:
• Capacity to see computer screens, read written material and drive a car.
• Capacity to hear and speak on the telephone.
• Capacity to communicate verbally with consumers, caregivers, supervisors, and managers.
• Capacity for fine manipulation in the frequent use of office equipment such as computers, copy machines, telephones, etc.
• Ability to sit or stand for extended periods of time.
• Occasional reaching and grabbing objects with both hands, twisting of hand and wrist, and pushing and pulling of objects.
• Occasional bending, squatting, and twisting to perform work functions.
• Occasional capacity to lift up to 25 pounds.

Mental:

• Ability to understand and/or interpret complicated program instructions and laws.
• Capacity to learn complicated computer software
• Capacity to deal rationally and calmly with varying personalities
• Capacity to work effectively in a fast paced, rapidly changing environment.

Environmental:

• Work is split between indoor office work and traveling outdoors to meetings, trainings and outreach events.
• Must be able to tolerate odors and pollutants including but not limited to smoke, air fresheners, pet dander, personal odors, etc..
• Must be able to tolerate by-products of office machine operation.
• Must be able to tolerate heat and cold of seasonal changes and indoor temperatures.