Contracts and Grants Specialist - Finance

Committee for Public Counsel Services•Boston, MA

3d•Remote

About The Position

The Finance Department is seeking a full-time Contracts and Grants Specialist to assist in the review, reconciliation, payment, and reporting of agency obligations. CPCS is the state agency in Massachusetts responsible for providing an attorney when the state or federal constitution or a state statute requires the appointment of an attorney for a person who cannot afford to retain one. The agency provides representation in criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as in appeals and post-conviction and post-judgment proceedings related to those matters. The Finance Department is responsible for all financial functions within the agency. These include, but are not limited to, Budget, Accounting, Procurement, Accounts Payable, Security, Internal Control Compliance, Audit & Oversight Conformity, Fixed Assets, Federal Grants, Records Management, and Facilities. The Contracts and Grants Specialist is responsible for Agency contracts and ensuring compliance with Commonwealth and Agency contract policies and procedures, including compliance with all areas of federal regulations for federal grant processing, with the relevant requirements and guidelines of the Office of the State Comptroller (CTR), the Operational Services Division (OSD), Administration and Finance (ANF), and the Committee for Public Counsel Services (CPCS). The Contracts and Grants Specialist also acts as the fiscal liaison with the Bar Advocate Programs and works in collaboration with the Accounting Manager, who is responsible for the comprehensive oversight and implementation of the agency’s accounting policies and procedures. The Contracts and Grants Specialist will work closely with the Accounting Supervisor and Accounting Manager, who are responsible for the oversight and implementation of agency accounting policies and procedures. The Accounting Team ensures compliance with requirements and guidelines established by the Office of the State Comptroller (CTR), the Operational Services Division (OSD), Administration and Finance, Federal Grants regulations, and the Committee for Public Counsel Services. The Contracts and Grants Specialist reports to the Accounting Supervisor and will receive support from the Accounting Manager, Finance Director and Chief Financial Officer.

Requirements

Bachelor’s degree in Business Administration, Accounting, Finance or similar field, or an equivalent combination of relevant education, training, and experience;
Five years of experience in accounting and/or accounts payable experience;
Access to home internet access sufficient to work remotely.
Proficiency with the state accounting system (Mosaic), including reconciling accounts and managing accounts payable or similar accounting systems;
Advanced knowledge of Microsoft Office 2010+ with a strong emphasis on Excel, Access, and Outlook;
Two to three years of supervising, mentoring, or training experience;
Ability to proactively identify solutions for process improvements and ability to implement effective solutions;
Ability to create, analyze, and interpret financial information and scenarios;
Knowledge and understanding of state finance law as well as payment and procurement regulations;
Good communication skills;
Ability to work independently and as part of a group.
Personal and professional integrity, strong communication skills, and strong analytical and decision-making skills.
Strong leadership and managerial skills, strong interpersonal skills, high energy level, and a positive outlook.
Belief in strong customer service and always act with professionalism and responsiveness.
Motivated; thrives in feeling accomplished without gloating or getting an ego;
A stickler for accuracy; attention to detail is critical for success and the success of the Agency mission;
Believer in customer service; understands that even difficult conversations should end with a smile and/or pleasantries and that responsiveness is a key component of great customer service;
Consistent across many communication mediums; whether it be over the phone, text or email, provides superior support for whomever needs it;
A tech enthusiast; recognizes that technology can improve processes and loves to learn how technology can improve existing processes;
A team player; treats peers as equals, regardless of their education or experience;
Patient; welcomes differences and understands that sometimes one is limited in what they can improve upon or change but continues to look for opportunities to improve existing processes;
A believer that clients and staff are why we come to work every day and that nearly anything can be accomplished with dedication, patience, and hard work.

Responsibilities

Processing new, amended, and renewed contracts for the Agency and ensuring compliance with the Office of the State Comptroller (CTR) and Agency contract management policies and procedures;
Supporting the statewide Bar Advocate Programs through contract development, monitoring and development of annual budgets, and through financial reporting of program spending; including acting as the Finance Department's fiscal liaison to the programs;
Working with the encumbrance/commitment process to ensure that the appropriate transactions have been entered into the state accounting system (Mosaic) to support a timely Accounts Payable practice;
Assisting with the Agency federal grant process and sub-recipient compliance, including, but not limited to: governmental and non-governmental subrecipients, pre- and post-award processes, including risk assessment and contract preparation, billing, employee compensation documentation, allowable costs, indirect costs, contract extensions, quarterly, semi-annual, and annual reporting, and audits. Along with monitoring existing spending of federal grants to manage budget vs. actual spending;
Reviewing vendor set-ups and modifications in our state accounting system (Mosaic) and the agency’s internal systems for compliance, completeness and accurate record keeping;
Developing standard and custom queries using the Commonwealth Information Warehouse (CIW) for reporting;
Preparing and disseminating information internally regarding payment statuses and processes; maintaining related electronic and hard-copy files;
Assisting with the Accounting Unit’s records management requirements, including electronic retention of all records;
Supporting ongoing department initiatives which include moving to a paperless office where possible, cross training, and standardized/routine reporting;
Participating in the development and implementation of agency policies and procedures, including the CPCS Internal Control Policy;
Other duties as assigned.