Administration and Assessment Coordinator

Commonwealth of Massachusetts • Boston, MA

5d

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.
• 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.

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.
• Design and run ad hoc queries using NAIC databases and DOI license database to compile list of insurance companies to be billed for assessments; investigate potential changes to the assessment billing process and manage implementation of said changes.
• Update related forms and manuals and submit them for posting to the DOI website.
• 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.
• Develop procedures where none exist, post new and updated procedural documentation to DOI Intranet, and provide related training and technical assistance to Division staff.
• Part of a team responsible for managing all activities relating to the DOI’s physical plant, including communicating work orders to the landlord and ensuring follow-through on issues including maintenance, HVAC, security and fire safety systems; evacuation plans and landlord services.
• Maintain knowledge of building management systems; CloudGate Visitor Management and ANGUS.
• 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.
• Monitor the return of such equipment and the termination of access to various systems for departing employees.
• Provide technical assistance to all DOI staff for determining access to and approvals for various electronic folders, archived records and emails, to ensure timely and effective exchange of information, problem resolution and compliance with established Agency and Administration policies, procedures and guidelines.
• Attend monthly IT meetings with Administration.
• Responsible for the performance of and provide direct and indirect supervision to staff.
• Provide direct training to Administration Unit staff and support the Director of Administration in the day-to-day management of the work of the Administration Unit.
• Actively participate in strategic planning and process improvements for the agency.
• Identify systems which require updating and revision to improve efficiency and effectiveness; takes a lead role in coordinating and / or crafting solutions.
• Assist the Director of Administration with the development and modification of Administration Department decision trees.
• 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.
• Develop and implement a process for Administration Unit staff to clean up erroneous data in MMARS and updating company / vendor information such as legal name and address changes. Review changes for completeness and accuracy.
• Coordinate Administration staff training to ensure that all maintain updated MMARS knowledge.
• Oversee annual inventory of DOI physical assets, enters inventory information into database and notifies Director of Administration of completion of inventory.
• Manage the surplus property process according to Comptroller standards and agency protocols.
• Coordinate the drafting, editing and production of the DOI annual report of agency activity as required by statute.
• Provide timely notice to DOI departments of the schedule for submitting draft report sections and conduct follow up regarding late submissions; review draft submissions for clarity and consistency; assist staff with creation of charts and tables to supplement narrative and obtain vendor quotes for printing of annuals reports.
• 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; review, analyze and determine Division progress from MassPerform provided statistical data and troubleshoots employee problems in using system; identify other Division training needs by contacting department heads to assess training needs, reviewing training requests and their associated costs, and scheduling such training on behalf of staff.
• Collaborate with the Administrative Services Unit at OCABR as required on payroll, hiring, accounting and other matters. Maintain open lines of communication and suggest and / or participate in crafting collective solutions wherever possible.
• Act as liaison with temporary help agency identified under statewide temporary services contract. Arrange the hiring of temporary staff to fill specific needs, provide general orientation, oversee time sheets and attendance and review invoices.
• 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

• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees