- Advise and assist contract managers in the preparation of contracts, including preparing content in accordance with appropriate standards.
- Provide guidance to program contract managers in processing contracts, contract amendments, and line edits; act as a conduit between contract managers and DPH's Purchase of Service (POS) office.
- Review contract documents that are submitted for all service contract transactions (increases, decreases, line edits, capital purchases, changes to scope of services, terminations, etc.).
- Oversee submission of information in the Purchase of Service Tracking System (PTS).
- Input scope and additional award letter information into PTS and coordinate contract amendment packages.
- Analyze contract proposals and related documents to determine compliance with OSD and POS requirements and procedures.
- Monitor execution of contracts and contract-related activities to ensure compliance with agreements and established performance standards. Recommend and process amendments or extensions of contracts.
- Enter and execute all contract amendments through the Purchase of Services (POS) Tracking System (PTS) and Enterprise Invoice Management System (EIM).
- Supervise contract related tasks such as creating and maintaining electronic contract amendment files, contract storing, preparing reports, and contacting vendors or contractors relative to service contracts.
- Provide guidance to administrative and programmatic staff on recently implemented OSD and POS procedural guidelines; develops office/program level protocol as necessary.
- Develop and oversee systems to increase access to contract storage and resources.
- Monitor contracts expenditures and communicate any spending concerns to the contract manager.
- Review and monitor quarterly expenditures for all service contracts and reach out to providers and contract managers in case of delinquent billings.
- Review PTS on a regular basis to track OHA contract activities; reconcile with EIM and pending files for accuracy and follow-up of any required changes with Senior Managers.
- Generate queries and reports using the Commonwealth's Information Warehouse.
- Review and approve agency invoices in the Enterprise Invoice Management (EIM) system. Acts as a liaison between the (EIM) team and office/program staff.
- Assist providers and contract managers with EIM.
- Collaborate in the preparation of necessary documents for fiscal desk review.
- Establish clear lines of communication with team members to ensure that all requested documents are available for review.
- Assist in the review of provider internal controls and fiscal policies and procedures, as well as the review of all requested EIM billing/back-up documentation as part of fiscal desk review.
- Review and comment on the fiscal desk review report.
- Assists in the procurement of contracts including Chapter 257 which requires some BIDLS programs to convert from cost reimbursement to unit rate contracts.
- Maintain procurement files and oversees procurement system to ensure all contracts and amendments are in compliance with OSD regulations, and POS policies and procedures.
- Capacity to write concisely to express thoughts clearly, and to develop ideas in logical sequence.
- Ability to give written and oral instructions in a precise and understandable manner.
- Skilled to deal tactfully with others.
- Power to exercise sound judgment.
- Means to exercise discretion in handling confidential information.
- Capability to understand, explain and apply the laws, rules, regulations and policies, ethical principles, and procedures governing assigned unit activities.
- Talent to determine proper format and procedures for assembling and presenting information.
- Ability to establish and maintain harmonious working relationships with others.
- Able to analyze and determine the applicability of data to make conclusions and make appropriate recommendations.
- Ability to assemble items of information in accordance with established procedures.
- Power to determine proper format and procedures for assembling items of information.
- Ability to maintain accurate records.
- Ability to give written and oral instructions in a precise understandable manner.
- Talent to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to gather information by examining records and documents and by questioning individuals.
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Grants Management Specialist - Boston, United States - The Commonwealth of Massachusetts
Description
Job Description
The Massachusetts Department of Public Health (DPH) seeks an experienced professional to serve as our Grants Management Specialist. The primary responsibility of this position is to oversee service contract and procurement and federal grant management related activity for the Bureau of Infectious Disease and Laboratory Sciences (BIDLS), Office of HIV/AIDS (OHA). This includes initiation of all types of contract amendments, acting as conduit between contract managers and Purchase of Service (POS) and fiscal staff in the OHA, and acting as a program liaison to POS. This person will conduct, in coordination with their supervisor and other fiscal and program staff agency fiscal site visits. This is a critical mid-level position in the program with significant responsibility in matters pertaining to service contract and procurement related transactions. It is essential that the selected candidate must have the ability to create excel spreadsheets and databases to track contract activity.
Learn more about what it's like to work at the Bureau of Infectious Disease and Laboratory Sciences.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
The DPH Bureau of Infectious Disease and Laboratory Sciences (BIDLS), predominantly located in Jamaica Plain, provides public health response to infectious disease. These services include programmatic and epidemiologic response, as well as laboratory testing through the State Public Health Laboratory (SPHL).
Infectious disease response services address concerns of the general public as well as those disproportionately affected by infectious disease through a variety of risk factors. BIDLS administers ongoing disease reporting for over 90 reportable diseases in the state. Disease reporting review and follow-up with clinical providers and local boards of health is a central function of the bureau. Surveillance activity is complemented by an extensive contracted service system. These services are funded through state and federal resources and include prevention education, community outreach screening for infectious disease, immunization services, health service navigation, medical case management, insurance enrollment, housing assistance, and referral and linkage to infectious disease treatment.
The SPHL provides scientific expertise and capacity to identify infectious agents, chemical agents, and other toxins that cause human disease. The SPHL is an active partner in joint activities with other bureaus/agencies such as environmental health, food and drug, agriculture, disease prevention and health promotion programs, and public safety. The SPHL is a reference laboratory of the national Laboratory Response Network (LRN) and is a U.S. Centers for Disease Control and Prevention (CDC) Select Agent laboratory. SPHL staff work closely with laboratory and disease prevention programs at the CDC, and partners with the U.S. Department of Homeland Security (DHS).
About the Department of Public Health:
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.
DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.
More information can be found at: Department of Public Health |
Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit
Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form
For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at Ext. #4
Qualifications
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, supervisory, managerial or administrative experience in public administration, business administration or business management, and (B) of which at least two years must have been in grants management, contract administration or contract management work, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. An Associate's degree with a major in business administration, public administration, or business management may be substituted for a maximum of one year of the required experience.
II. A Bachelor's or higher degree with a major in business administration, or business management, may be substituted for a maximum of two years of the required experience.
*Education towards 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.
Special Requirements: None.
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 specifics? Explore our Employee Benefits and Rewards
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.
