Administrative Services Coordinator, Greater Haverhill

Commonwealth of Massachusetts•Amesbury, MA

About The Position

The Department of Children and Families (DCF) is seeking an Administrative Services Coordinator to support administration and operations in a DCF Area Office. The role covers finance, contracts and procurement, facilities, human resources, and information technology. The coordinator maintains tracking systems, processes employee transactions, supports contract and facilities management, coordinates revenue activities, and serves as the Area Office’s primary contact with the DCF Help Desk. The position also supports staff use of Microsoft systems and DCF applications, helps manage accounts and equipment, performs server backups according to established procedures, and provides training and support for FamilyNet and i-FamilyNet releases. DCF’s mission is to protect children from abuse and neglect and help them grow and thrive in safe, nurturing environments. The agency works to promote the safety, permanency, and well-being of children by supporting and preserving families, arranging temporary alternative care when needed, safely reunifying families, and, when appropriate, creating families through kinship, guardianship, or adoption. Preferred applicants demonstrate commitment to DCF’s core practice values: child-driven, family-centered, community-focused, strength-based, committed to diversity and cultural competency, and committed to continuous learning. A criminal background check will be completed for the recommended candidate before hiring. Education, licensure, and certifications will be verified under the Human Resources Division’s Hiring Guidelines. Education and license or certification information provided by selected candidates may be published on the Commonwealth’s website under the Massachusetts Public Records Law. Applicants may request reasonable accommodation for the application or interview process. First consideration will be given to applicants who apply within the first 14 days.

Requirements

At least four years of full-time or equivalent part-time experience in one or more of the following areas, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources; alternatively, an equivalent combination of experience and the stated education substitutions.
An associate’s degree with a major in public or business administration, human resources, accounting, business management, or a related degree may substitute for one year of required experience.
A bachelor’s degree or higher with a major in public or business administration, human resources, accounting, business management, or a related degree may substitute for two years of required experience.
May be required to possess a current and valid motor vehicle driver’s license at a class level specific to the assignment.

Nice To Haves

Proficiency in Microsoft Office applications such as Word, Excel, Access, and PowerPoint.
Familiarity with DCF policies and procedures and state systems such as DOCDIRECT, DATA MART, and FAMILYNET.
Initiative, organizational skills, and attention to detail.
Ability to contribute positively as a team player in group or individual settings to help accomplish goals.
Strong verbal and written communication skills and the ability to work effectively with diverse stakeholders, from front-line employees to top-level executives.
Demonstrated commitment to DCF’s core practice values: child-driven, family-centered, community-focused, strength-based, committed to diversity and cultural competency, and committed to continuous learning.

Responsibilities

Monitor and maintain Area Office tracking systems identified by the Area Administrative Manager, including systems for allocating, authorizing, and paying for services and administrative support costs.
Review, process, and monitor employee transactions, including overtime and compensatory time, travel reimbursements, weekly payroll and time and attendance, personnel transactions, and out-of-state authorizations and travel arrangements for employees and clients.
Assist the Area Administrative Manager with contract management, including annual renewals, and facilities management activities; supervise clerical staff as requested.
Coordinate Area Office revenue activities, including Title IV-E RMTS collection, SSI/TII applications, benefits and eligibility, and personal-needs disbursements.
Serve as the Area Office’s primary contact for IT activities with the DCF Help Desk, communicate phone, network, and application issues, and monitor their resolution.
Support Area Office staff in using Microsoft operating systems and i-FamilyNet and FamilyNet functionality, including data mart.
Monitor Help Desk requests for new or modified network accounts for Area Office staff.
Coordinate equipment moves within the Area Office and perform server backups as documented in backup and disaster-recovery procedures.
Participate in new FamilyNet and i-FamilyNet releases and provide onsite training and support to Area Office staff.