Program Coordinator II (Recovery Services Bureau - Fiscal)

Boston Public Health Commission•Boston, MA

About The Position

This role is within the Recovery Services Bureau - Fiscal department. The Program Coordinator II will work to advance the organization as an antiracist entity by meeting or exceeding the standards set by the BPHC Anti-Racism Policy. The position will promote health equity, inclusion, and diversity within the BPHC, department, and community. The coordinator will need knowledge of, or willingness to learn about, the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes, as well as strategies to advance racial justice and health equity. The role involves working bureau-wide with several different programs, focusing on procurement, contracting, fiscal matters, and special projects. Collaboration with Program Managers, Directors, and program staff is essential, including producing reports using word processing, PowerPoint, and table/chart creation. The coordinator will also assist programs with fiscal and programmatic special projects, ensure compliance with fiscal rules and guidelines, and coordinate/execute contracts with State, Federal, and local collaborators. Responsibilities include assisting with budget reporting, opening purchase orders, reporting expenditures, processing and approving invoices, and managing billing, contracts, and general ledgers. The role requires reviewing invoices for accuracy, identifying and resolving discrepancies, and working with various finance and administration departments to expedite processes. Additionally, the coordinator will answer questions from clients, providers, and stakeholders regarding billing and payments, work with vendors to obtain quotes and set up contracts, and may supervise administrative staff, oversee training, and coordinate office operations.

Requirements

BA/BS and 2 years of directly related experience in budget preparation and financial account management; OR 5 years of equivalent experience in public health program coordination, management and/or purchasing, budgeting, contracting, billing, accounts payable/receivable may be substituted for an undergraduate degree.
Strong technical skills in Windows proficiency with Microsoft Office (Excel, Word, PowerPoint, Access, Workplace); demonstrated ability to learn and apply new software applications quickly.
Should possess a good working knowledge of budgets, accounting principles, and contract development and processing.
Ability to perform with accuracy and must be competent with figures.
Demonstrated ability to manage multiple conflicting priorities and tasks within demanding deadlines.
Superb organizational skills and must have strong analytical, problem-solving, and written and oral communication skills.
Strong interpersonal, communication, customer service, organizational, critical thinking, and keen attention to detail are required.
Ability to write clear, concise reports, and to follow and give written and oral instructions in a precise, understandable manner.
Ability to understand, explain, and apply the laws, rules, regulations, policies, and procedures of unit activities;
Ability to demonstrate interpersonal, communication, and customer service skills with w/others and maintain harmonious working relationships.
Ability to document the processes, quality control data, and analyze and troubleshoot problems, to communicate effectively with all levels of administration.
Ability to work in a team environment independently with minimal supervision.
Demonstrated cultural competence with diverse ethnic, cultural, and socio-economic groups.

Nice To Haves

Prior experience working with grants & city/municipal agencies is a plus.
Bilingual and/or bicultural applicants are encouraged to apply.

Responsibilities

Work Bureau-wide with several different programs with specific duties that include the areas of procurement, contracting, fiscal, and special/ad hoc projects.
Collaborate with Program Managers, Directors, and program staff on projects.
Produce reports, using word processing, PowerPoint, and table/chart creation and with special projects as needed for the Bureau Administrator.
Assist all programs on an as-needed basis with special projects both fiscal & programmatic.
Assist programs to comply with fiscal rules and guidelines.
Coordinate and execute contracts bureau-wide with State, Federal, and local collaborators.
Assist program & fiscal management in reporting on approved budget amounts.
Open purchase orders using Workplace and adhering to an established budget.
Report expenditures on funding streams on an as-needed basis.
Process and approve invoices for payment.
Maintain and manage billing, contracts, general ledgers, and other information gathered from invoices submitted for processing.
Review all invoices for accuracy and supporting billing documentation, assisting in identifying and resolving discrepancies.
Works with finance office including Accounts Payable, Revenue, Procurement, Accounting, and Grants Management departments to process and expedite contracts, invoices, payments, reporting, and information as needed.
Work with Executive and Administration departments including, the Executive Office, Human Resources, Operations, General Counsel, and Communications.
Responsible for answering questions from clients, providers, and other stakeholders: with billing issues, check verification, and other problems as they arise.
Responsible for working with vendors to obtain quotes or bids and set up vendor contracts
Coordinate/supervise administrative staff within the Administration team as assigned.
Oversee the training and orienting of new staff as needed.
Provide coordination to programs in setting up meetings, interviews, conferences, etc.
Attend both fiscal and programmatic meetings as necessary.
Organize, coordinate, and manage office operations, office supplies, inventory of furniture and equipment, and employee reimbursements.
May supervise staff as required.
Performs other duties as required.