Accident Recovery Program (Business Management Specialist)

Position Summary

Incumbents of positions in this series oversee general business activities; review requisitions, purchase requests, payrolls, contracts, etc.; review proposals for agency programs and projects; monitor agency expenditures; review and analyze financial reports and other documents; review and analyze data concerning fiscal control methods and fiscal data collections systems; provide technical assistance to agency staff, contractors and others; confer with agency staff; and perform related work. The basic purpose of this work is to oversee and monitor the general business/fiscal activities of an assigned state agency of institution. This position supports the Accident Recovery Program (ARP), a statewide program of MassDOT Highway Division responsible for the repair or replacement of damaged highway appurtenances, the accurate insurance reimbursement to emergency repair contractors, and consistent statewide program execution.

Duties And Responsibilities

Program Coordination & Administrative Management

• Supports the Manager in the administration of program activities in accordance with ARP SOPs, MassDOT policies, and MGL Chapter 6C, Section 38.
• Tracks ARP permits and verifies forms from issuance through work completion, ensuring required documentation is complete and properly routed.
• Assists with the preparation, review, and organization of ARP Forms (ARP-1 through ARP-6), identifying deficiencies and coordinating corrections with districts or contractors.
• Maintains organized electronic records and databases for all ARP-related correspondence and documentation.
• Assists the Manager with updating ARP forms, guidance documents, and internal procedures.
• Supports coordination of training for district staff and contractors related to ARP administrative processes and documentation requirements.

Operational Support & District Coordination

• Serves as a point of contact on routine ARP process questions and documentation requirements.
• Tracks ARP permits for emergency and non-emergency repairs and maintains current status logs.
• Observes information flow between districts, contractors, insurers, and the ARP Manager to support timely decision-making.
• Provides assistance to Districts in tracking non-emergency response activities, including contractor response times and submission of ARP documentation.
• Reviews consolidated ARP submission packages for completeness prior to managerial review.

Financial Management

• Tracks insurance commitments, reimbursements, and contractor payment milestones.
• Reviews documentation submitted in support of insurance reimbursement to ARP contractors for accuracy and completeness.
• Ensures required approvals, including Release and Authorization to Pay (ARP-5), are in place before contractor payments are processed.
• Monitors trends related to claim delays, insurer responsiveness, and documentation issues, and elevate concerns to Manager.

Compliance Support and Coordination

• Assists with compliance reviews by identifying documentation gaps and procedural inconsistencies.
• Tracks trends, identify recurring issues, and support program improvements.
• Supports the Manager and district staff in compiling records related to contractor performance issues, corrective actions, or enforcement actions.

Reporting, Metrics & Recordkeeping

• Tracks and maintains ARP performance metrics such as turnaround times, emergency response compliance, and insurance recovery rates.
• Prepares routine reports, summaries, and briefing materials.
• Ensures digital retention of all ARP completion packages.

Preferred Qualifications

• High level of attention to detail and ability to work successfully in deadline driven environment of competing priorities.
• Experience supporting a state transportation agency or highway maintenance program.
• Background or familiarity with claims administration, insurance claims, cost recovery, contract compliance, or financial tracking.
• Familiarity with operational practices related to highway maintenance, public sector program coordination, and MassDOT 2020 Standard Specifications for Highways and Bridges.
• Familiarity interpreting technical documents such as scopes of work and inspection reports.
• Working knowledge of administrative processes such as documentation standards, permitting processes, insurer commitments to pay, reimbursement workflows, contractor compliance requirements, and contractor payment controls is required or must be quickly learned.

About MassDOT

The 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.

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 substitute for the required experience.