Program Coordinator I - Fiscal Support
Program Coordinator I - Fiscal Support
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Job Description
POSITION TITLE: Program Coordinator I
*First consideration will be given to those applicants who apply within the first 14 days of the date this position is posted.
ORGANIZATIONAL LEVEL: Center for School and District Partnerships Center for Strategic Initiatives and Office for Strategic School Transformation
Secretariat/Agency:
The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves and where collaboration innovation and connections are key to realizing our mission that all children youth and families thrive socially academically and economically. We seek teammates committed to promoting a diverse and inclusive work environment where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.
Educational Vision of the Massachusetts Department of Elementary and Secondary Education: Our educational vision describes the Department of Elementary and Secondary Educations (DESE) aspiration for elementary and secondary public education and adult basic education in the Commonwealth of Massachusetts. This vision is anchored in our commitment to highquality teaching and learning in the Commonwealth. We will continue to work with districts schools and educators to promote teaching and learning that is antiracist inclusive multilingual and multicultural; that values and affirms each and every student and their families; and that creates equitable opportunities and experiences for all students particularly those who have been historically underserved. For more information on our vision
Statement of Duties and Responsibilities
The Program Coordinator I will provide logistical and fiscal operational support to the Center for School & District Support (CSDP) Center for Strategic Initiatives (CSI) and Office for Strategic School Transformation (SST). The Department of Elementary and Secondary Educations (DESE) Center for School & District Support (CSDP) Center for Strategic Initiatives (CSI) and Office for Strategic School Transformation (SST) provide comprehensive assistance to districts and schools and structured opportunities for educators administrators and district leaders to engage in activities including coaching action research facilitated professional learning professional learning and progress monitoring.
Program Coordinator I will report to and be responsible for supporting the Fiscal Officer V. The Fiscal Officer V manages the fiscal resources of CSDP CSI and SST by ensuring effective accounting budgeting financial reporting auditing and financial analysis and procurement functions comply with applicable state laws rules regulations policies procedures and standards. Program Coordinator 1 will assist in the processing of all vendor contracts work orders requisitions open orders invoices and vendor bids to master agreements (RFRs) in compliance with all state applicable laws rules regulations policies procedures and standards.
DUTIES AND RESPONSIBILITIES
Review and process vendor invoices ensuring accurate fiscal and encumbrance information while resolving all outstanding invoice issues promptly and in compliance with policies and procedures.
Submit contracts work orders requisitions open orders and all other documents to the Procurement Office for approval in a timely manner.
Maintain contract and invoice databases in Access generate and maintain invoice and grant summaries in Excel format and update accordingly to ensure accurate encumbrance that fiscal and invoice information are reflected.
Reconcile invoice and grants summaries with the Access database information Financial Accounting and Reporting (FAR) and Grants for Education Management System (GEM$.
Save maintain and update accurate electronic files of contracts work orders Interdepartmental Service Agreement (ISA) forms requisitions open orders invoices and all other documents.
Review and process vendor submissions to master agreement (RFRs) prequalifications and ensure all paperwork including all required state forms are complete and accurate inline with requirements and filed according to policy and submitted in a timely manner for review and procurement processing; assist new contractors/vendors through the RFR process in consultation with the supervisor when necessary or upon request.
Maintain the prequalified vendors database in Access and in Excel formats and update them accordingly to ensure proper and accurate paperwork/contact information and required data are reflected.
Ensure vendor registration on Supplier Diversity Program (SDP) HUB and review vendor SDP reporting submissions to ensure compliance and deadlines are met.
Perform other duties as assigned.
This position is based at the Department of Elementary and Secondary Education in Everett. Staff are currently operating within a hybrid model that combines two inoffice workdays and telecommuting up to three days per week.
Preferred Knowledge and Skills
The ideal candidate will possess the following:
Knowledge and experience in accounts payable procurement or administrative work experience.
Ability to analyze and determine the applicability of fiscal and encumbrance information with a strong attention to detail and analytical and technical skills.
Strong interpersonal skills and ability to coordinate and collaborate with staff at all levels to accomplish assigned work objectives.
Strong oral and written communication skills. Ability to write concisely express thoughts clearly develop ideas logically and communicate in a clear tactful and respectful manner.
Knowledge and experience of various computer software packages including but not limited to spreadsheets word processing and database applications; ability to use Microsoft office applications to conduct technical and administrative tasks and willingness to learn other the Agencys application; intermediate to advanced knowledge and skills of Microsoft Excel; intermediate knowledge of Access.
Ability to organize and prioritize workloads; meet deadlines at any given time.
Ability to gather information by examining and maintaining records and data and the ability to exercise sound judgment and discretion in handling confidential information.
Ability to work independently and collaboratively in a professional setting.
Ability and willingness to develop and expand skills and competencies and to be a continuous learner.
Understanding of principles of diversity equity and inclusion; ability to proactively support and uphold the Centers mission and core values including acting with purpose continuous improvement collaborative teamwork and a growthmindset.
Knowledge of the Massachusetts financial system called MMARS is preferred but not required.
Knowledge of state government principles and practices of accounts payable and procurement is preferred but not required.
Questions regarding this posting or the application process should be referred to Maureen OBrien
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of fulltime or equivalent parttime 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 Bachelors or higher degree with a major in business administration business management or public administration may be substituted for the required experience.*
II. A Bachelors 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.
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.
Want the specificsExplore our Employee Benefits and Rewards!
An Equal Opportunity / Affirmative Action 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 selfselect out of opportunities if they dont meet 100 of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
Required Experience:
IC
Employment Type
Full-Time
