Contracts Specialist - Grants Management Specialist I

Official Title: Grants Management Specialist I

Functional Title: Contracts Specialist 

Primary Location: United States-Massachusetts-Boston-100 Cambridge Street

Job: Accounting and Finance

Agency: Department of Housing & Community Development

Schedule: Full-time

Shift: Day

Job Posting: Nov 16, 2020, 9:40:59 AM

Number of Openings: 1

Salary: $48,115.60 - $68,080.48 Yearly

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

The Grants Management Specialist I reporting to the Fiscal Director of Community Services is responsible for all activities associated with contract management including but not limited to: compiling contract packages for internal routing and sending to vendor; sending complete package to vendor and receiving signed contract package back from vendor; coordinating with the Director for signature; copying/filing/mailing fully executed contract back to vendor.  The incumbent supports and coordinates with the Contracts Manager for the previous duties listed.  The Grants Management Specialist I also provides monitoring support to four Fiscal Representatives with monitoring of any federally, state, or capital funded grant including but not limited to: drafting memo/requests to subgrantee, requesting/receiving/compiling chart of accounts, general ledger, and other financial documents from grantee, copying/filing/organizing monitoring documents. The incumbent ensures that documents are completed and forwards them to the relative Fiscal Representative for review.

DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):

1. Coordinates all facets of assigned contracts from procurement through archiving.  Coordinates all facets of fiscal monitoring from requesting documentation, organizing and reviewing documents for completeness, and forwards them to Fiscal Representative.
2. Keeps updated files of all contracts and amendments being able to produce original signatures of any and all procurements, contracts, and amendments as requested for audit purposes.  Organizes, files, and saves all documents related to subgrantee monitoring and produces as necessary for audit purposes.
3. Be knowledgeable of and manages all types of contractual agreements used by the Division of Community Services.  This includes but not be limited to Requests for Responses, contracts, amendments, Master Agreements, etc. 
4. Initiates monitoring process for federal subgrantees under the direction and guidance of the Fiscal Representative. This includes but is not limited to drafting initial request to subgrantee for fiscal representative review, completing initial sorting and review of the submitted documents, coordinating with fiscal representative testing sample, drafting subsequent requests to subgrantee for fiscal representative review, entering data from sample on Monitoring Tool, providing results to Fiscal Representative, following-up with subgrantee in coordination with Fiscal Representative.
5. Reviews all assigned documentation for completeness, checking all coding, dollar amounts, forms, regulations, and equations (contracts and monitoring documents).
6. Maintains working relationships with multiple departments inside and outside of Division of Community Services (DCS) to be sure all transactions adhere to regulations.  Examples include, but are not limited to contacts with Program Staff, Legal, Budget, Accounting, Office of Administration Finance, Procurement.
7. Maintains an inventory of all assigned contracts and keeps a record of all contracts/amendments in this inventory identifying stage of completion.
8. Helps maintain all files and is able to retrieve any document as requested for audit purposes, for Freedom of Information Act requests, and as Keeper of the Record (contracts and monitoring documents).
9. Additional duties as assigned.

PREFERRED QUALIFICATIONS:

1. Basic knowledge of state contracting workflow and documents.
2. Ability to work on and manage multiple ongoing projects, to manage time efficiently and work within very tight time deadlines on a regular and ongoing basis.
3. At least intermediate proficiency using Microsoft Word, Excel and Outlook.
4. Ability to organize and create tracking systems.
5. Detail oriented and excellent organizational skills.
6. Ability to establish and maintain collaborative relationships with others.
7. Ability to maintain accurate records.

MISSION STATEMENT:

Department of Housing and Community Development (DHCD) is within Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents.  DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management. 

COMMENTS:

Please upload resume and cover letter.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines.

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.

QUALIFICATIONS:

First consideration will be given to those applicants that apply within the first 14 days (by 11/30/20)

Minimum Entrance Requirements:

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, supervisory, managerial or administrative experience in public administration, business administration or business management, or (B) any equivalent combination of the required experience and the substitutions below. 

Substitutions: 

I. An Associate's degree or higher with a major in business administration, public administration, business management may be substituted for the required experience.* 

II. A Bachelor's or higher degree with a major in business administration, public administration or business management may be substituted for the required experience.* 

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. 

Special Requirements: None

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
 

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Marjorie Lalli - 617-573-1254