Business Management Specialist

About the role

The Department of State Police is seeking a Business Management Specialist who will work with the State Police Academy to oversee procurement and accounts payable activities.

Responsibilities

• Oversee and manage procurement and accounts payable activities of the State Police Academy in order to ensure compliance with governing laws, rules, regulations, policies and procedures.
• Maintain up to date balances of fiscal accounts.
• Prepare and document all encumbrances and payment documents in MMARS.
• Review requisitions, purchase requests, contracts, etc. to determine reasonableness of costs, availability of funds and/or compliance with agency rules, regulations, specifications, standards and/or procedures in order to make appropriate recommendations.
• Interact with outside vendors to ensure contracts are fulfilled in compliance with Massachusetts State Law.
• Contact vendor representatives and/or contractors relative to equipment, supplies and/or services.
• Monitor State Police Academy expenditures by reviewing records and reports in order to ensure that expenditures do not exceed budgetary limits.
• Review and analyze financial reports and other documents in order to determine projected expenditure and prepare agency budget requests.
• Review and analyze data concerning fiscal control methods and fiscal data collection systems in order to determine effectiveness and compliance with governing laws, rules and regulations and to recommend changes in procedures, guidelines and/or record keeping methods.
• Provide technical assistance to agency staff, contractors and others concerning policies, guidelines, and established procedures concerning business/fiscal matters in order to provide information and ensure compliance with established standards.
• Monitor budget expenditures and resources for unit supervisors, provides regular updates to supervisory personnel regarding potential financial shortfalls; prepares budget requests for Chief Administrative Officer.
• Confer with agency staff in order to exchange information, to coordinate efforts and to obtain information concerning State Police Academy programs and activities.
• Perform related duties such as maintaining records; preparing reports; attending meetings as needed.

Requirements

• At least three (3) years of full-time or equivalent part-time professional experience in business administration, business management or finance/accounting.
• 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.
• A Master's degree or higher with a major in business management, finance or a related field may substitute for the required experience.
• Incumbents may be required to have a current and valid motor vehicle driver's license at a class level specific to assignment.