Finance, Contracts and Reporting Coordinator (Program Coordinator III)

DescriptionPosition SummaryIncumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required. The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency.Duties and ResponsibilitiesThe Finance, Contracts and Reporting Coordinator will perform all fiscal, contracting and reporting activities, provide guidance and technical assistance throughout highway division and analyze data for quality assurance and reporting purposes to support highway operations programs and activities throughout the Commonwealth. Provide fiscal, contract and administrative support to a broad range of highway operations, programs and activities to help achieve operational requirements and program priorities throughout the state.Provide technical assistance and training to department personnel to ensure accurate and timely processing of all fiscal documents, contracts and administrative activities for all highway operations programs including snow and ice and fuel operations.Verify the availability of fund(s) and facilitate requests for encumbrances and expenditures to meet a broad range of program priorities.Key coordinator for fiscal and contract processes and activities supporting the purchase of materials, supplies, services and equipment for all business units in Statewide Operations and Maintenance and other Highway Division business units as required.Set up financial encumbrance documents (PC, CT, GAE, and IE) to support all highway operations programs and activities in accordance with the Commonwealths State Finance Law and General Contract Requirements.Act as liaison and communicate regularly with highway managers and program staff, shared services departments (fiscal, HR, IT and legal) as well as outside vendors, other state agencies, public entities, cities and towns and other stakeholders in performing the required functions of the position.Create and/or extend contracts and related fiscal documents to procure goods and services deemed critical to MassDOT highway operations throughout the Commonwealth.Assist in working with outside vendors to complete contract forms, prepare and process contract award and extension package paperwork for each vendor on all MassDOT Highway contracts during high volume endeavors.Assist with the development and monitoring of budget, encumbrances, and all spending plan activity on all object classifications in all appropriations and recommend adjustments at the beginning and throughout the fiscal year.Execute encumbrance modifications which may include time extensions, increase of funding, modification of appropriations, or anything else needed to ensure payments can be completed in a timely manner while staying within budget.Ensure encumbrances are compliant with state accounting policies and procedures related to the expenditure of funds as well as all state purchasing and contracting guidelines.Provide technical assistance and/or dispense accurate fiscal, contract, and procurement guidance to all highway personnel.Provide direction and compliance support to all highway business units for fiscal operations, fiscal policies, and solicitations on active contracts for the acquisition of specific goods and services.Monitor each appropriation budget throughout the year including snow and ice.Inform manager as available funding decreases for all expenditure classifications in all appropriations including snow and ice to ensure a supplemental budget can be put in place.Track all encumbrance contracts through ProjectInfo delivery system.Monitor the availability and execution of master agreement contracts for Highway Division and to report on those activities to internal stakeholders.Utilize CIW to run queries to provide real time budget, encumbrance and payment activity.Utilize MOSAIC to determine contract and master agreement availability.Receive specific invoices, confirm accuracy of amount, vendor and billing information, garner approval when relevant and process payment against encumbrance.Research and resolve all payment issues with vendors.Provide real time budget expenditure reports, encumbrance activity and payment status orally and in writing, to management.Keep current on all relevant policies and procedures for highway’s fiscal and internal control activities.Work with highway management and their staff to provide information concerning requirements and availability of resources for operations programs and activities including snow and ice.Maintain consistent and accurate records.Perform other related duties as assigned.About MassDOTThe 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.QualificationsMinimum Entrance RequirementsThis requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.Current MassDOT employees should use their internal MassCareers account to apply.All job applications must be submitted online through MassCareers to be considered.Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.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.SubstitutionsI. 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.For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at View email address on click.appcast.io general questions regarding MassDOT, call the Human Resources Service Center at View phone number on click.appcast.io.For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at View phone number on click.appcast.io.Comprehensive BenefitsWhen 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.Want the specifics? Explore our Employee Benefits and Rewards!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.Job Field: Administrative ServicesOrganization: Massachusetts Department of TransportationSchedule: Full-timeShift: Day