Assistant Business Office Manager

Assistant Business Office Manager - (220000LZ)

Description
The Department of Developmental Services (DDS) is searching for an enthusiastic, outgoing, reliable individual with experience in the field of accounting and business practices to fill an Assistant Business Manager / Business Management Specialist position located at the DDS/Metro Regional Office in Waltham, MA.

Job Responsibilities: (The duties and responsibilities stated are a general summary and not all inclusive).

• Provide all aspects of support and back up supervision responsibilities for the Metro Region Business Manager.
• Assist the Regional Business Manager in the management of all fiscal and administrative activities related to the planning, oversight, monitoring, and reporting of the Metro Region’s annual lower object class in excess of $5.5M million dollars.
• Provide daily business office support and functions for the regional business office, 4 area offices and 29 state-operated residential homes. Includes providing training, technical assistance and guidance on purchasing activities.
• Coordinate and facilitate IT related projects and requests. Includes working with DDS staff, EOHHS IT and EOTSS in problem resolution of IT issues and deployment of equipment.
• Oversee and manage the regional record retention process including offsite document storage and digitization of records and files.
• Responsible for regional leasing activities including properties and lease equipment.
• Assist Regional Business Manager and Regional Operations Manager in the procurement process for goods and services as well as project management.
• Communicates with stakeholders (Vendors, State Agencies, Regional Business Offices, Residential Employees, etc) to resolve a variety of inquiries in a timely manner ensuring accuracy, resolution, and compliance with Internal Control Polices and State Regulations.
• Ensure compliance with all regulatory, internal controls and procedural requirements in regard to procurements, payment activities, and the cost-effective utilization of the region’s fiscal resources.
• Utilize data systems to manage, monitor, and report finances including Massachusetts Management Accounting and Reporting Systems (MMARS), Financial Management Information System (FMIS), Commonwealth Procurement (Commbuys), Commonwealth Information Warehouse (CIW), Vendor Web, etc.

Preferred Qualifications:

• Knowledge of the State Financial System: state budgeting, procurement, contracting systems, legislative process, etc.
• Skilled in project management, IT equipment and terminology, budget preparation and data analysis.
• Knowledge of data systems such as Massachusetts Management Accounting and Reporting System (MMARS), Financial Management Information system FMIS, Commbuys (MA State E-procurement system) and Commonwealth Warehouse Information system (CIW).
• Excellent written and communication skills to enable effective interaction with all stakeholders in the performance of all duties listed.

Please Note:

• Schedule: Monday through Friday, 9:00am - 5:00pm
• Days off: Sunday/Saturday

About the Agency:

The Department of Developmental Services is dedicated to creating, in partnership with others, innovative and genuine opportunities for individuals with intellectual disabilities to participate fully and meaningfully in, and contribute to, their communities as valued members.

Benefits and Compensation:

As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:

• 75% state paid medical insurance premium
• Reasonable Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low cost basic and optional life insurance
• Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
• 12 paid holidays per year and competitive Sick, Vacation and Personal Time
• Tuition Benefit for employee and spouse at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Incentive-based Wellness Programs
• Professional Development and Continuing Education opportunities
• Qualified Employer for Public Service Student Loan Forgiveness Program

Pre-Offer Process:

Recommended candidates must successfully complete pre-employment screening which includes:

• Disabled Persons Protection Commission (DPPC) Abuse Registry Search: https://www.mass.gov/info-details/dppc-abuser-registry
• Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori
• National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check.
• https://www.mass.gov/lists/dds-fingerprint-background-checks

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 have any questions or concerns please contact Human Resources at 781-788-5211.

Qualifications
First consideration will be given to those applicants that apply within the first 14 days.

Minimum Entrance Requirements:

Applicants must have (A) at least three (3) years of full-time or equivalent part-time, professional experience in business administration, business management or finance/accounting, or (B) any equivalent combination of the required experience and substitutions below.

Incumbents may be required to have a current and valid motor vehicle driver’s license at a class level specific to assignment.

Substitutions:

I. A Bachelor’s degree with a major in business management, finance or a related field may substitute for two (2) years of the required experience.

II. A Master’s degree or higher with a major in business management, finance or a related field may substituted the required experience.

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.

Job Type: Full-time

Pay: $61,047.22 - $87,395.10 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

COVID-19 considerations:
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.

Education:

• Bachelor's (Preferred)

Experience:

• business administration/ management or finance/accounting: 3 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location