Accountant III - Contracts and Procurement

Commonwealth of Massachusetts • Boston, MA

1d • Hybrid

About The Position

The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. We are stewards of the Commonwealth’s assets, which include 61 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.
We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero-carbon future. ​
We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth. ​
DCAMM is a central agency in implementing several key policy priorities of the Healey-Driscoll Administration, including promoting decarbonization and climate resilience in all state facilities, identifying and facilitating opportunities to repurpose underutilized state property for housing production, and increasing the participation of underrepresented groups in public construction contracting and in the public construction workforce
General Statement of Duties and Responsibilities
The Accountant III is required to manage all tasks related to executing contracts. Incumbent will also provide backup support to the Procurement team as needed to ensure a timely response to requests within the agency. The incumbent will need the ability to multitask, and deal with both vendors and agency staff. This role often must meet deadlines and resolve ad-hoc situations.

Requirements

• Applicants must have at least (A) three years of full-time, or equivalent part-time, professional experience in accounting or auditing, of which at least (B) one year must have been in a supervisory, administrative or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below.
• An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience.
• A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience.
• A Graduate degree with a major in accounting, business administration or business management may be substituted for the required experience.
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Experience in contract creation and execution.
• MMARS experience, ideally with encumbrance creation and modification, creating and updating maser contracts, and object code classifications.
• Knowledge of State Procurement Laws, , and State Comptroller requirements.
• Ability to work hybrid and comfortable with changing technology.
• Demonstrated communication skills.
• Knowledge of M.G.L. Chapter 149a contract requirements
• Experience utilizing OSD Contracts and CommBuys for procurement of goods and services.
• Proven ability to work both as an effective individual contributor, and as a team member.

Responsibilities

• Process encumbrances/commitments in Trimble Connect (formerly eBuilder) and MMARS / MOSAIC for all projects, with a focus on maintenance, mechanical, utilities, and fire alarm projects. Monitor multi-year, master maintenance contracts.
• Process and monitor funded encumbrances (CAs) including increases/decreases to encumbrances in a timely manner to ensure they are successfully processed through Trimble Connect and are accurately reflected in MMARS.
• Monitor encumbrances that are experiencing integration errors between Trimble Connect and MMARS and assist with integration error resolution.
• Responsible for accuracy and timeliness of information that is entered into encumbrances, both at time of encumbrance and after the delivery.
• Perform other related duties as needed, including covering work for other team members during absences or for equitable distribution of workload.
• Coordinates assigned detailed contract administration activities for contracts and related documents, to ensure proper compliance with Massachusetts General Laws, rules and regulations. The incumbent also prepares contract documents, performs data entry, obtains approval signatures, and tracks contracts through completion, working primarily in Trimble Connect and in the Massachusetts Management Accounting Reporting System (MMARS). , Reviews Agency policy and procedures, and internal controls. This position provides technical financial advice to Agency staff and contractors, and assists the unit with monitoring project funding, related financial transactions and reconciliations.
• Review agreements and vendor status for completeness and accuracy to determine financial requirements are met for contract execution, confirming that all mathematical computations used to determine contract budgets are accurate and ensuring project funding is available and accurate prior to contract implementation.
• Manage the entirety of contract workflow, from monitoring and maintaining shared document files for contracts, to reviewing exhibits/schedule before submitting to DCAMM Office of the General Counsel (OGC), to facilitating contract signings and ensuring that all documents are executed, signed, and notarized accurately and timely. Review information and contact firms to obtain additional information as required.
• Prepare contract documents for distribution by reviewing construction contract documents for accuracy, completeness, content, and compliance. Communicate with multiple stakeholders including project managers, vendors, management, and legal team. Responsible for resolving any discrepancies.
• Compile, review, and monitor Certificates of Insurance (COIs), bonds, financial Statements, and other documents to ensure compliance, and obtain updated documents from vendors when needed.
• Generate and maintain data and statistics as needed.
• Devise and recommend changes in reporting systems and forms to improve the effectiveness of work methods.
• Review Request to Purchase processes in Trimble Connect and coordinate with requesters when additional or corrected information is needed.
• Submit required documentation in CommBuys in compliance with Operational Services Division (OSD) requirements.
• Consult with agency personnel on procurement options and make recommendations that meet the needs and comply with regulations.

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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level