Contract Specialist III

About the role

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.

Responsibilities

• 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/MOSAIC 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

• 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.
• Must have computer (PC) expertise utilizing Word, Excel, Access, Internet, Outlook, and Windows.
• Working knowledge of MOSAIC, WellSky, FMIS, Virtual Gateway and Enterprise Invoice Management (EIM), Contract Management (FMIS), Financial Management 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.
• 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.

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.

Schedule

Full-time – 37.5 hour weekly position. Monday through Friday, 8:45AM to 5:00 PM. Days off – Saturday and Sunday.

About the Department of Developmental Services

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B+ operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government. For more information about our agency and programs visit: www.mass.gov/dds