About the Office of the Comptroller

The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.

As stewards of the public trust, CTR aspires to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.

The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.

PositionSummary

The Office of the Comptroller seeks an Operations Coordinator, reporting to the Director of Facilities. The Operations Coordinator is a member of the CTR Facilities Team, which is part of the CTR’s Executive and Administration Team, and provides support on all facilities operations functions, including but not limited to equipment and consumable supply inventory, records management and digitization, front desk coverage, organization of office work areas, and on-boarding and off-boarding support.

SpecificDuties

The specific duties of this position include but are not limited to the following:

• Work as the key point of contact for CTR Inventory including tracking and maintaining inventory for all CTR’s Teams.

• Support the CTR’s ongoing record digitization effort including review and organize documents prior to scanning; assist with tracking documents through the scanning process; prepare documents for scanning; group documents by data elements for scanning; scan documents; verify and validate that scanned image is accurate and matches paper files; re-file scanned documents in an organized manner to prepare for final disposition of paper documents.

• Front desk coverage includes greeting in-person visitors; answering and triaging telephone calls; receiving packages; validating packing slip materials; and delivering to proper location.

• Assisting the Director of Facilities and Chief Financial Officer (CFO) in maintaining an organized workplace including supply areas to maximize efficiencies, reduce costs and eliminate waste.

• Provide back-up support to other CTR Facilities team members as needed to ensure business continuity.

• Work with colleagues at various levels, as part of a team to advance Facilities projects, identify best practices, and help develop procedures.

• Actively assist CTR Leadership with cross training, knowledge transfer, disaster recovery, risk assessment and internal control review.

• Maintain awareness of and compliance with all CTR operating policies and procedures.

• Remain current with CTR policies and procedures, read CTR memos, updates, attend annual internal control, risk, and fraud prevention trainings.

• Immediately raise concerns, requests or potential errors or issues to the attention of your supervisor, manager, or director.

• Contribute to the overall CTR work environment in a positive, respectful, and cooperative fashion.

• All employees of CTR may be asked to engage in other assignments on an as needed basis.

Due to the nature of this position, the successful candidate will be required to work onsite Monday-Friday at One Ashburton Place, Boston.

Capabilities and Attributes

This position requires a motivated self-starter with capabilities and attributes that include:

• excellent communication skills;
• impeccable attention to detail;
• superior time management;
• ability to pivot to address items requiring immediate attention;
• proven ability to multitask with accuracy;
• ability to contribute and work productively as part of a team and equally as an individual contributor;
• positive attitude;
• capacity to learn and adhere to new standards and guidelines as necessary; and
• ability to work well under pressure.

  Bargaining Unit / Salary Range NAGE Unit 6 / Grade 10: $61,195.94 - $88,071.36

  Salary range is per the Unit 6 Collective Bargaining Agreement between the Commonwealth of Massachusetts and the National Association of Government Employees. This position is an Operations Coordinator/Program Coordinator I Grade 10. Salary is determined in accordance with the collective bargaining agreement and Commonwealth hiring guidelines.

  Benefits Package

  CTR is pleased to offer a comprehensive benefits package for its employees and managers. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process.

  The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth’s Group Insurance, and optional pre-tax Health Savings Account plans. Details of the various plans and the cost split between employer and employee may be reviewed by looking at the Group Insurance website, https://www.mass.gov/orgs/group-insurance-commission and/or as part of the interview process.

  CTR employees also participate in the Commonwealth’s State Retirement Plan, which may become a Defined Benefit Plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board-of-retire/

  In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other programs.

  Commitment to Diversity

  CTR is committed to building a diverse staff at all levels across its entire agency.

  CTR IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.

  Application Process

  The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.

  Interested candidates must submit their materials electronically, by email no later than 5:00 pm, on May 27, 2024.

  Submissions should include the following:

  • a cover letter, and
  • resume

  Candidates chosen to advance to a second-round interview will also be required to submit:

  • three professional references.

  Please include the position title and posting number in the subject line of your submission. Your application package should be submitted to:

  CTR-HR@mass.gov

  Late submissions may be considered solely at the discretion of CTR.

  Required Background Check – Including Tax Compliance

  CTR requires a background check on all prospective employees as a condition of employment.

  Candidates should know that the background check is not initiated until:

  • A candidate is invited to a second or subsequent interview and

  • The candidate has signed the Background Check Authorization Form and related releases.

  This background check includes:

  • a Criminal Offender Record Information (CORI) check, and
  • Commonwealth Department of Revenue state tax compliance.

  Candidates with advanced degrees and professional licenses may have these credentials verified. Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.

  Further Information

  Please visit https://www.macomptroller.org for more information about the Office of the Comptroller.

• Ability to write concisely to express thoughts clearly, and to develop ideas in a logical sequence,
• Ability to follow written and oral instructions,
• Ability to gather information by examining records and documents, and by asking questions, as appropriate and necessary,
• Ability to assemble items of information in accordance with established procedures,
• Experience with Microsoft Office (Word, Excel, PowerPoint),
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands,
• Demonstrated strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail,
• Ability to keep in mind unresolved matters, work to resolve them, and/or recall them when follow-up information comes in or to follow-up when no response is received from initial inquiry,
• Ability to establish and maintain harmonious working relationships with others, and
• Demonstrated ability to exercise sound judgement.
• Ability to support the CTR record digitization effort to meet disposition of paper documents.
• Ability to support CTR’s efforts to transition to a paperless environment over time.
• Ability to provide Front desk coverage including answering phones; triaging calls and directing to the correct recipient; receiving packages; validating packing slip materials; and delivering to proper location.
• Ability to provide effective back up support to other CTR Facilities and Executive and Administration team members as needed to ensure business continuity.
• Ability to contribute effectively to the overall CTR work environment in a positive, respectful, and cooperative fashion.
• Ability to work with colleagues at various levels, as part of a team to advance this project, identify best practices and help develop procedures for similar projects.

Minimum Entrance Requirements

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative, or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *

II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.