What are the responsibilities and job description for the Contract Specialist III position at DMR-Southeast Region?
The Department of Developmental Services (DDS) is seeking a motivated and experienced Contract Specialist III (CS III) to work in the Southeast Regional Office in the Contracts Unit. The CS III will ensure compliance with all statutes, regulations, rules, and policies.
This position will have continuous communication and physical meetings on a regular basis with the Contract Supervisor, Contract Manager and Area Director or designee, Assistant Director and/or other Area Office Staff involved in the contracting/engagement process to review the status of engagement allocations, Purchase of Services (POS) plan, and provider spending to ensure that all have knowledge of accurate fiscal data.
Duties and Responsibilities: (The duties and responsibilities stated are general summary and not all inclusive.)
- Provide recommendations, assistance and advice regarding funding account choices based on type of service being purchased.
- Maintain accurate spreadsheet data with current (real time) information concerning expenditures and allocations as well as review and process amendments to engagements for all assigned areas.
- Review engagements and amendment submissions for required content as established by regulatory authority Department of Developmental Services (DDS), Operational Services Division (OSD), Executive Office of Health and Human Services (EOHHS), Comptroller’s) and conformance with the regional spending plan to ensure encumbrances are accurate for amount and account.
- Meet with area office and vendor staff to coordinate engagement amendments, new home openings and other related fiscal issues and will assist with re-engagement activities communicating recommendations advice and assistance with assigned Area Offices.
- Analyze area allocations for the new fiscal year which are to be the basis for all re-engagements; specify appropriations of funds, and transfers both within and out of area and detail funds according to accounts as well as maintain and keep balanced contract crosswalks to be used in re-engagement for assigned area.
- Identify and finalize new fiscal year account allocations. Run FMIS/MMARS reports to determine accuracy of work completed and to track utilization for avoiding possible reversions and while keeping managers and area staff informed.
- Maintain up to date knowledge of all department’s Master agreements / RFR data and schedules.
- Navigate in the Comm-Buys system to review providers have responded for eligibility in contracting engagements as required by DDS guidelines.
Qualifications Required at Hire:
- Knowledge of basic accounting principles / practices and business contracts terminology, codes, symbols, and standard abbreviations.
- Capability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
- Ability to read, interpret, and analyze documents such as contracts, leases, etc. and the determine applicability of contract data, and draw conclusions by make appropriate recommendations.
- Exercise sound judgement and discretion in handling confidential information.
- Communicate effectively in oral and written expression and accurately records information provided and prepares general written reports.
Preferred Qualifications:
- Must have computer (PC) expertise utilizing Word, Excel, Access, Internet, Outlook, and Windows.
- Working knowledge of MMARS, Meditech, FMIS, Virtual Gateway and Enterprise Invoice Management (EIM), Integrated Contract Management System (ICMS), Finanacial Managment Information System (FMIS) and Email.
- Competent to make mathematical computations / tabulations. Accurately with reasonable speed and attention to detail.
- Self-motivated to work independently.
- Goal oriented to meet deadlines in a timely and accurate manner.
- Communicates with others effectively concerning rules/ regulations in a courteous and helpful manner.
- Proven good time management in all aspects of contracting work: meeting all required department deadlines.
Agency Requirements:
- Must be at least eighteen (18) years of age.
- Possess a current and valid Massachusetts Class D Motor Vehicle Operator’s license or equivalent license from the state in which you reside.
Schedule Information:
Full-time – 37.5 hour weekly position.
Schedule Monday through Friday, 8:45AM to 5:00 PM
Days off – Saturday and Sunday
About the Department of Developmental Services:
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.
For more information about our agency and programs visit: www.mass.gov/dds
Pre-Hire 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
As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth’s website.
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 help logging into/resetting your MassCareers profile, call the Employment Service Center at 617-979-8500 for assistance.
For questions concerning the information in this requisition please contact the Human Resources' Field Office at 508-866-8803.
ALL EMPLOYEES ARE PAID ON A BI-WEEKLY BASIS AND MUST HAVE DIRECT DEPOSIT.
This is a Civil Service position. If there is no Civil Service list for this title, employees appointed must take and pass the next Civil Service examination when administered.
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements:
Applicants must have at least (A) three years of full-time, or equivalent part-time, professional or technical experience in business administration, management or public administration, the major duties of which included contract management or contract administration 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, management, public administration or law may be substituted for a maximum of one year of the required (A) experience.*
II. A Graduate degree with a major in business administration, management, public administration or law may be substituted for a maximum of two years 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.
Special Requirements: None.
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.
Want the specifics? Explore our Employee Benefits and Rewards!
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.
Salary : $60,049 - $85,050
