Administration and Finance Coordinator - (230000BC)
The Massachusetts Department of Public Health (DPH) seeks a Program Coordinator to develop and monitor Bureau projects related to Administration and Finance (A&F). The Program Coordinator acts as the primary point of contact for Administration and Finance team at the DPH Jamaica Plain Campus/State Public Health Laboratory. Through collaboration with Administration, Finance, Contracts, Procurement and Purchasing Leadership, this position works with continuous quality improvement approaches to create systems for enhancing the way the A&F is managed. This includes creation of support systems and practices for budget requests, financial reporting, asset and chargeback management, personnel and procurement outreach and tracking. Undertakes various Bureau-wide projects as assigned by the Bureau leadership, coordinating with Division Directors and other key program staff. While this position doesn’t have any direct reports, this staff person will ensure activities assigned to Administration and Finance are performed in a liaison role and align with unit and agency goals.
Duties and Responsibilities (these are a general summary and not all inclusive):
- Design, implement and maintain financial tracking for assets such as but not limited to laptops, cell phones and software for BIDLS.
- Design, implement and maintain, financial tracking for IT chargebacks for BIDLS.
- Design, implement and maintain central calendar of all ANF mandatory activity.
- Design and maintain spreadsheet that tracks all laboratory equipment service maintenance contracts.
- Send reminders to BIDLS staff related to unapproved employee time and attendance.
- Oversee ANF reconciliation of the Personnel Activity Reports (PARS) and the Semi-Annual Federal Certifications Reports.
- Assist with budget commodity requests.
- Oversee ANF employee reimbursement process for BIDLS.
- Document and maintain ANF Standard Operating Procedures and Internal Controls.
- Perform on-going needs assessment and make recommendations regarding BIDLS ANF operations.
Required Qualifications:
- Knowledge of the methods used in the preparation of charts, graphs, and tables.
- Ability to use spreadsheet applications including Excel.
- Capacity to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
- Means to gather information by examining records and documents and by questioning individuals.
- Demonstrated ability to assemble items of information in accordance with established procedures.
- Capable to maintain accurate records.
- Talent to give written and oral instructions in a precise, understandable manner.
- Capability to adjust to varying or changing situations to meet emergency or changing program requirements.
Preferred Qualifications:
- Able to determine proper format and procedure for assembling items of information.
- Knowledge of A&F operations such as, procurement, purchasing and accounting.
- Demonstrated knowledge of rules and processes for operational processes established by A&F and the Comptroller's Office.
About the Department of Public Health:
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.
We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.
DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages, and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.
More information can be found at: MA Department of Public Health
Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure, and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form
For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2.
Qualifications
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, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for 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.
Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.
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.
Official Title: Program Coordinator III
Primary Location: United States-Massachusetts-Boston-305 South Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Jan 24, 2023, 10:40:52 AM
Number of Openings: 1
Salary: 68,016.52 - 98,517.12 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Sandra Semedo Sandra.C.Semedo@mass.gov - 6173524250
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Hybrid Work Eligible: Yes