Job description
About the Office of the Comptroller
The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.
As stewards of the public trust, we aspire to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.
The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.
Position Summary
The Office of the Comptroller’s Statewide Contracts Unit reviews and processes contract documents for various services such as professional services, direct care, construction, grants, lease agreements and subsidies with a value over the set department delegation in the state accounting system Massachusetts Management Accounting and Reporting (MMARS). The unit reviews all Intergovernmental Service Agreements (ISAs) and other encumbrance-related transactions. The unit consults and collaborates with other business units concerning expenditure classifications, vendor registration, payments, system upgrades, and instructional job aids for Commonwealth agencies as well as conduct information sessions pertaining to closing and opening the Fiscal Year.
The Office of the Comptroller seeks a dynamic professional for a full-time Contracts Coordinator position. The position is within the Statewide Contracts Unit and works under the direction and supervision of the Contracts Team Manager along with the Assistant Comptroller. The Contracts Coordinator works independently and with other team members to provide a high level of support for the secondary review of state department paperless encumbrances with values over the set delegated amount to a final status. The Contracts Coordinator reviews and processes other related transactions such as legal name overrides and late encumbrance requests. Under the guidance of senior team members and the Contract Manger, the Contracts Coordinator provides solutions to support efficient Commonwealth fiscal operations and compliance with State Finance Law. This position is trained by CTR staff and must have the ability to retain an in depth understanding of all Comptroller policies and procedures, as well as efficiently research contract and system issues related to compliance.
The successful candidate must be a self-starter that can multi-task and prioritize workflow; have professional communication skills – verbal and written; patience to accurately review important details; a positive customer service approach to problem solving; professional appearance during in-person and virtual meetings; and assist with special projects as needed.
Specific Duties
The specific duties of this position include but are not limited to the following:
- Primary review and process paperless transactions in accordance with internal guidelines.
- Assist with the daily review of contract documents and other encumbrances documents across all state agencies to ensure compliance with state finance law, 801 CMRs, and various policies.
- Validate department Management Accounting and Reporting System (MMARS) entries are accurate.
- Provide guidance and instruction to state agencies regarding policies and procedures.
- Issue department emails regarding PPD errors and Level 10 error miss-match.
- Collaborate with team members to resolve unique issues.
- Utilize the Expenditure Classification Handbook to confirm accurate object class.
- Resolve problematic issues either contractual or system to clear Rejected transactions.
- Process assignments in a timely manner.
- Archive contracts in accordance with internal CTR retention standards.
- Participate in Close/Open activities.
- Review and update Job Aids and internal review guidance in collaboration with team members and under the supervision of the Contracts Manager.
- Prioritize duties and responsibilities depending on daily workload.
- Maintain awareness of and compliance with all CTR operating policies and procedures.
- Remain current with CTR policies and procedures, read CTR memos, updates, complete required internal control, risk and fraud prevention trainings.
- Immediately raise questionable actions, requests or potential errors or issues to the attention of the manager.
- Contribute to the overall CTR work environment in a positive, respectful, and cooperative fashion.
- All employees of CTR may be asked to engage in other relevant assignments on an as needed basis.
Required Knowledge, Skills, and Abilities
This position requires a motivated self-starter with the following capabilities and attributes:
- Excellent professional verbal and communication skills;
- Ability to communicate with clarity; ability to provide instruction in a precise and understandable manner.
- Impeccable attention to detail;
- Superior time management to meet strict deadlines;
- Proven ability to complete tasks and assignments timely and with accuracy;
- Ability to pivot to address items requiring immediate attention;
- Proven ability to multitask with accuracy;
- Ability to contribute and work productively as part of a team and equally as an individual contributor;
- Positive attitude;
- Ability to gather information by examining records and documents.
- Capacity to learn and adhere to new standards and guidelines as necessary; and
- Ability to work well under pressure.
- Proven ability to work both independently and in a team setting.
- Ability to provide helpful informed guidance to customers.
- Ability to research, analyze and present accurate information with a range of corrective action steps.
- Ability to maintain accurate records both hard copy and electronic.
- Strong working knowledge of Microsoft Windows applications (Word, Excel, Access, Outlook).
- Detailed oriented.
- Ability to exercise sound judgement.
Minimum Entrance Requirements
Applicants must have at least (A) three years of full-time, or equivalent part-time, professional, administrative, 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) any equivalent combination of the required experience and the substitutions below:
Substitutions
- 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. *
- A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience *
- 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 experience. *
- Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Preferred Qualifications
- Knowledge of regulations 801 CMR 21, 815 CMR 2.00, 815 CMR 10 and applicable polices and guidance.
- Knowledge of Commonwealth procurement policies and procedures, regulations, etc.
- Skilled in MMARS navigation and strong working knowledge of relevant budgetary tables.
- Computer system skills including Microsoft Office 365 suite, SharePoint, Teams, DocuSign, Adobe Sign and other applications.
- Working knowledge of the MMARS/Warehouse system (CIW) and ability to create queries and produce reports.
Salary Range $ 62, 268.18 - $ 89,143.08
Salary range is per the Unit 6 Collective Bargaining Agreement between the Commonwealth of Massachusetts and the National Association of Government Employees. This position is a Contracts Coordinator/Program Coordinator II Grade 12. Salary is determined in accordance with the collective bargaining agreement and Commonwealth hiring guidelines.
Benefits Package
CTR is pleased to offer a comprehensive benefits package for its employees and managers. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process.
The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth’s Group Insurance, and optional pre-tax Health Savings Account plans. Details of the various plans and the cost split between employer and employee may be reviewed by looking at the Group Insurance website, https://www.mass.gov/orgs/group-insurance-commission and/or as part of the interview process.
CTR employees also participate in the Commonwealth’s State Retirement Plan, which may become a Defined Benefit Plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board-of-retire/
In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other programs. This position may be eligible for the federal Public Service Loan Forgiveness (PSLF) program administered by the Federal Government.
Work Model
CTR began operating its hybrid work model on November 1, 2021. Under this policy, employees are currently required to work a minimum of four business days per month (two set by management and two set by the employee) on-site at CTR’s Boston office and may work remotely the remainder of the time at a location approved by their supervisor, so long as they comply with the requirements of the telework policy. Under this policy, all employees must be able to report to the Boston office with little or no notice, even including the same workday should an exigent circumstance arise. Therefore, a reasonable proximity to the office is necessary. CTR does not reimburse for employees to travel to the office.
In addition, the successful candidate may be required to work primarily on site in Boston during the initial training and orientation period and/or for certain positions a primarily on-site role may be necessary.
Commitment to Diversity:
CTR is committed to building a diverse staff at all levels across its entire agency.
CTR IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
Required Background Check – Including Tax Compliance:
CTR requires a background check on all prospective employees as a condition of employment.
Candidates should know that the background check is not initiated until:
- A candidate is invited to a second or subsequent interview and
- The candidate has signed the Background Check Authorization Form and related releases.
This background check includes a Criminal Offender Record Information (CORI) check, Federal IRS and Commonwealth Department of Revenue state tax compliance on all prospective employees as a condition of their employment.
Candidates with advanced degrees and professional licenses may have these credentials verified. Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.
Application Process:
The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.
Interested candidates must submit, by e-mail no later than 5:00 pm, April 4, 2023.
- a cover letter,
- resume,
- three business writing samples, and
- contact information and context of relationship for three professional references.
Please include position title and posting number in the subject line of your submission. The application package should be submitted to:
CTR-HR@mass.gov
Late submissions may be considered solely at the discretion of CTR.
Further Information:
To learn more about the Office of the Comptroller please visit our website, http://www.mass.gov/comptroller/ and follow us on Twitter! https://twitter.com/MA_Comptroller.
About the Office of the Comptroller
The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.
As stewards of the public trust, we aspire to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.
The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.
Position Summary
The Office of the Comptroller’s Statewide Contracts Unit reviews and processes contract documents for various services such as professional services, direct care, construction, grants, lease agreements and subsidies with a value over the set department delegation in the state accounting system Massachusetts Management Accounting and Reporting (MMARS). The unit reviews all Intergovernmental Service Agreements (ISAs) and other encumbrance-related transactions. The unit consults and collaborates with other business units concerning expenditure classifications, vendor registration, payments, system upgrades, and instructional job aids for Commonwealth agencies as well as conduct information sessions pertaining to closing and opening the Fiscal Year.
The Office of the Comptroller seeks a dynamic professional for a full-time Contracts Coordinator position. The position is within the Statewide Contracts Unit and works under the direction and supervision of the Contracts Team Manager along with the Assistant Comptroller. The Contracts Coordinator works independently and with other team members to provide a high level of support for the secondary review of state department paperless encumbrances with values over the set delegated amount to a final status. The Contracts Coordinator reviews and processes other related transactions such as legal name overrides and late encumbrance requests. Under the guidance of senior team members and the Contract Manger, the Contracts Coordinator provides solutions to support efficient Commonwealth fiscal operations and compliance with State Finance Law. This position is trained by CTR staff and must have the ability to retain an in depth understanding of all Comptroller policies and procedures, as well as efficiently research contract and system issues related to compliance.
The successful candidate must be a self-starter that can multi-task and prioritize workflow; have professional communication skills – verbal and written; patience to accurately review important details; a positive customer service approach to problem solving; professional appearance during in-person and virtual meetings; and assist with special projects as needed.
Required Knowledge, Skills, and Abilities
This position requires a motivated self-starter with the following capabilities and attributes:
- Excellent professional verbal and communication skills;
- Ability to communicate with clarity; ability to provide instruction in a precise and understandable manner.
- Impeccable attention to detail;
- Superior time management to meet strict deadlines;
- Proven ability to complete tasks and assignments timely and with accuracy;
- Ability to pivot to address items requiring immediate attention;
- Proven ability to multitask with accuracy;
- Ability to contribute and work productively as part of a team and equally as an individual contributor;
- Positive attitude;
- Ability to gather information by examining records and documents.
- Capacity to learn and adhere to new standards and guidelines as necessary; and
- Ability to work well under pressure.
- Proven ability to work both independently and in a team setting.
- Ability to provide helpful informed guidance to customers.
- Ability to research, analyze and present accurate information with a range of corrective action steps.
- Ability to maintain accurate records both hard copy and electronic.
- Strong working knowledge of Microsoft Windows applications (Word, Excel, Access, Outlook).
- Detailed oriented.
- Ability to exercise sound judgement.
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