Contract Support Specialist

Commonwealth of Massachusetts • Waltham, MA

5d • Onsite

About The Position

The DDS Metro Region is seeking qualified candidates for the Contract Specialist II position which provides administrative support and assistance to the Metro Region’s Contracts Unit, four regional area offices and providers related to contracts inquiries, data collection and incoming work requests.

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B+ operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.

Requirements

• Minimum Entrance Requirements: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional or technical experience in business administration, management, or public administration, the major duties of which included contract management or contract administration, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions: I. A Bachelor's degree with a major in business administration, management, public administration or law may be substituted for a maximum of one year of the required experience.
• Substitutions: II. A Graduate degree with a major in business administration, management, public administration or law 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

• Knowledge of basic accounting principle/practices.
• Proficient in Microsoft Windows applications (Word, Excel, Access, Outlook).
• Knowledge of the rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned Contracts unit activities.
• Ability to understand, explain, and apply the laws, rules, and regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to gather information by examining records and documents and questioning individuals.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to prepare general reports.
• Ability to deal tactfully with others.
• Ability to exercise discretion in handling confidential information.
• Ability to exercise sound judgement.
• Ability to work independently and manage multiple priorities effectively.
• Ability to meet deadlines in a timely manner.
• Ability to communicate with others effectively concerning rules/ regulations in a courteous and helpful manner.
• Ability to manage a broad array of projects simultaneously and to respond to changes in goals or priority in a flexible manner.
• Ability to multi-task and work under tight timelines during certain times of the fiscal year.
• Strong communication skills, is detailed oriented and comfortable working with excel and on various computer applications and programs.
• Knowledge of proper procedures of making and receiving agency telephone calls.

Responsibilities

• Assist with the finalization of all service authorizations.
• Process basic regional contracts, amendments and payments to ensure proper documents are attached, updated and accurate in a timely manner.
• Approve all provider ready payment requests in the Enterprise Invoice Management System (EIM).
• Coordinate all scanning and electronic filing of all contracts and related attachments.
• Prepare and send outgoing mailings/emails of signed contracts.
• Track and reconcile data in multiple databases.
• Organize and maintain various contracts filing systems.
• Assist with open and close fiscal year preparation including the organization and scheduling of meetings/video conferencing.
• Provide assistance to the Central Office, Area Offices, Contract Units and Providers related to contracts inquiries, data collection and incoming work requests.
• Assist with front desk coverage for the regional office and other duties as assigned.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package.
• work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree