Internal Controls Coordinator

This position will be located in Middleboro, MA.

The Department of Developmental Services (DDS) 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.

The Program Coordinator III (PCIII) position will be responsible for working with the Regional Senior Staff and the Department’s Bureau of Program Integrity to support the region’s internal controls and fiscal practices. Responsibilities include but are not limited to; the oversight and analysis of time keeping (Self-Service Time and Attendance / SSTA System,) tracking and reducing overtime in state-operated programs, reviews of the SNAP program, purchasing, management of purchase of service contract audits, and on-going review of flexible spending of the self-direction programs. The PC III will be responsible for tracking, reporting, ensuring compliance, and supporting for these activities. The PC III will work closely with the Bureau of Program Integrity to create and/or implement tracking systems databases to ensure procedural compliance and accurate information. The PC III will make recommendations to senior staff and the Bureau of Program Integrity to improve performance in these areas to ensure compliance with policies, procedures and standards.

Detailed Statement of Duties and Responsibilities: (The duties and responsibilities stated are a general summary and not all inclusive.)

• Support the SSTA process and assist the region in auditing payroll to ensure accuracy and fidelity with internal control procedures.
• Organize, monitor and track overtime use in state operated group homes in conjunction with State Operated Services, Regional, and Bureau of Program Integrity staff.
• Ensure that the region is in compliance with all established policies and procedures as it relates to statewide purchasing guidelines and SNAP (Supplemental Nutrition Assistance Program) benefit guidelines.
• Work with the Bureau Program Integrity including the Director of Internal Controls and the Bureau’s Senior Manager to provide data around internal controls, to monitor compliance with control procedures, and to conduct reviews of fiscal/ operational processes.
• Work with regional and area staff to monitor and audit purchase of services contracts.
• Work closely with area and regional staff around flexible purchases through the self-direction and family support programs.
• Prepare and review financial records pertaining to state operated services, Regional Business, Accounting, and Contracts offices; including providing assurances that financial records are accurate and that payments are paid properly and on time.
• Provide technical assistance, supports and training with systems and applications such as Access, Excel, databases etc. to ensure the most accurate and efficient information is collected and maintained for compliance and tracking purposes.
• Work with Regional Director and Regional Systems Manager in reviewing required area and regional systems.
• Participate in regular meetings with the Director of Program Integrity and its’ members to review best practices and makes recommendations to ensure consistency in agency procedures across all Regions.
• This position requires travel.
• The PC III will be assigned other duties/ oversight projects as needed.

Required Qualifications:

Applicants must have at least (A) four 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, 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, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. 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 (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.

• Must have excellent computer skills that include the ability to use existing databases as well as the ability to create new ones. Expertise in MS Access and Excel as well as developing graphs, charts, reports, tables is also required.
• Must have the ability to enter, coordinate, collect and analyze large amounts of data so that recommendations can be made to the senior leadership team.
• Knowledge of the Commonwealth Information Warehouse or data warehousing concepts
• Ability to retrieve data from outside sources and manage data appropriately
• Strong budgeting/finance skills
• Knowledge of the principles and practices of effective monitoring
• Knowledge of the techniques used in evaluating corrective measures and reporting compliance to policies and regulations
• Ability to maintain accurate records
• Ability to exercise discretion in handling confidential information
• Must be able to work in fast paced environment and manage multiple priorities while ensuring through/timely completion of all assigned tasks.
• Ability to write clearly and concisely, express thoughts clearly and develop ideas in a logical sequence, ability to assemble items of information in accordance with established procedures
• Good communication skills
• Ability to exercise sound judgment
• Ability to work in a team setting and in group situations
• Ability to follow written and oral instructions
• Knowledge of DDS regulations, principles, and mission.

This position is located in Middleboro

• Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

• 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

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four 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, 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, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. 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 (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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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.

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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.