Administration and Assessment Coordinator

Commonwealth of Massachusetts•Boston, MA

About The Position

The Administrative & Assessment Coordinator (AAC) is primarily responsible for the oversight of the Division’s accurate timely billing, collection and investigation of the twelve (12) insurance company assessments that fund the Division’s operational needs. This includes compiling and identifying the companies to be billed on each assessment and the creation and maintenance of reports of open payables and the investigation of related vendor complaints and inquiries. The AAC also records and processes agency invoices, employee reimbursements, and refund documents, including the creation, maintenance and oversight of reports of open items and timely communicates status information from such items and reports to the Director of Administration. The AAC oversees the reconciliation of the agency’s accounts billable against the accounts receivables, in accordance with Comptroller and agency guidelines. The AAC works with the Director of Administration to manage the agency’s completion of various quarterly and annual reports and audits of agency activity, including access to security systems and asset inventories. The AAC plans and conducts the annual inventory of Division physical assets in accordance with the Comptroller’s Office and agency guidelines. In the absence of the Director of Administration, the Program Coordinator III oversees, coordinates and directs the effective and efficient operation of the Administration Unit, and provides related recommendations to the Director for allocation of staff and program resources for this purpose.

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.

Nice To Haves

Knowledge of the principles and practices of accounting and its related terminology.
Knowledge of the methods of general report writing.
Ability to analyze and determine the applicability of accounting data, to draw conclusions and made appropriate recommendations.
Ability to read and interpret documents such as financial reports, accounts and ledgers.
Ability to prepare general financial reports.
Ability to maintain accurate records.
Ability to exercise sound judgment, discretion in handling confidential information and to deal tactfully with others.
Ability to work independently and in a team setting.
Ability to review and gather information by examining records, reports and documents, and through questioning of individuals.

Responsibilities

Coordinate all functions related to the billing and collection of Division assessments billed to insurance companies to support DOI operational needs.
Develop, implement and provide advice to the Director of Administration on ways to improve DOI policies for records management and other procedures for agency operations and administration, to ensure they are accurate and reflect current best practices.
Part of a team responsible for managing all activities relating to the DOI’s physical plant
Act as the DOI IT Liaison by processing staff requests for access to IT resources and equipment including phones, laptops and accessories, to ensure requests are appropriate to the relevant staff job duties.
Responsible for the performance of and provide direct and indirect supervision to staff.
Actively participate in strategic planning and process improvements for the agency.
Process accounts billable for insurance company assessments and maintain logging spreadsheet noting open payables.
Communicate with agency personnel, Office of Consumer Affairs and Business Regulation (“OCABR”) and vendors to ensure timely payment of invoices; investigate disputes and complaints from vendors.
Process invoices and other accounts payable documents, including employee reimbursements, by entering information on a spreadsheet which tracks invoices referred to OCABR and keeps balance of certain subsidiary accounts; Review spreadsheet regularly against payments made in MMARS, and inquires with OCABR about unpaid invoices.
Review all agency accounts billable against accounts receivable; reconcile financial documents, record and transactions to ensure conformance with accounts billable reporting requirements and Comptroller guidelines.
Review and maintain balances needed for outgoing postage funds, allocating funds needed after conferring with OCABR Accounting Department.
Maintain current knowledge of MMARS system issues by attending training and reviewing MMARS news on a daily basis.
Oversee annual inventory of DOI physical assets, enters inventory information into database and notifies Director of Administration of completion of inventory.
Coordinate the drafting, editing and production of the DOI annual report of agency activity as required by statute.
Oversee records management activities with the agency’s Records Management Coordinator, to ensure agency compliance with statewide record retention policies and standards.
Act as the agency’s Training Coordinator, including the notification to staff of required annual training and the collection of related certificates of completion
Collaborate with the Administrative Services Unit at OCABR as required on payroll, hiring, accounting and other matters.
Act as liaison with temporary help agency identified under statewide temporary services contract.
Implement various programs within the Division, including the Performance Recognition Program, the SERV program, and the blood donation program.
Perform related duties as assigned, including assisting others in the Unit or within the Division on general or special projects when necessary.

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!

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