The Contract Specialist II provides administrative support to the Contract and Business Office. The Contract Specialist II coordinates the collection, filing, tracking of contracts, and maintaining multiple databases; prepares documents and reports. Provide support to Central Office, Area Office and Providers, and perform other duties as required by his/her direct supervisor.
The selected individual for this position:
Coordinate the collection of all the authorizations for Service and distribute to the Contract Specialist and Fiscal Analyst. Maintain the networks authorization folder.
Responsible for processing in Massachusetts Management Accounting and Reporting (MMARS) the payment of all Paper payment vouchers received.
Process basic Regional Contracts and amendments and ensure proper documents are attached, updated and accurate in a timely manner.
Approve all ready Payment Request for Commodity (PRC)/ Commodity Encumbrance Correction (CEC). Update, and maintain utilization report.
Coordinate all photocopying, scanning and faxing of all contracts and related attachments; Prepare and send outgoing mailings or emails of contract packages to the Provider.
Maintain and update Utilization Report for the Contract Unit, check and enter heavy data entry to multiple databases (i.e. (Integrated Contract Management System) (ICMS), Occupancy worksheet)
Provide assistance to Central Office, Area Offices, Contract Units and Provider related to contracts inquiries, data collection and incoming work requests.
Provide Area Directors with updated consumer rosters, contracts as requested, billing report and any pertinent contract data.
Assist with Front Desk Coverage.
Organize and maintain filing systems (paper & electronic files), creating labeling, folders for all the contracts and the EIM billing report.
Provide support during times of high volume workload and assist the Contract Unit for open and close Fiscal Year preparation; organizing and scheduling negotiating meeting, video conferencing.
Assist and support the Business Office in the Consumer Funds reconciliation and other duties as needed.
Complete various ad hoc contract management requests and projects as assigned.
Knowledge of the methods of general report writing.
Excellent computer skills in Microsoft Windows environment
Ability to analyze and determine the applicability of contract data, to draw conclusions and make appropriate recommendations.
Ability to gather information by examining records and documents and questioning individuals.
Ability to follow oral and written instructions.
Ability to communicate effectively in oral and in written expression.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to determine the proper format and procedures for assembling items of information.
Ability to prepare general reports and use charts, graphs and tables
Ability to maintain accurate records.
Ability to establish and maintain harmonious working relationships and deal tactfully with others.
Ability to exercise discretion in handling confidential information.
Ability to exercise sound judgement.
Ability to give oral and written instructions in a precise, understandable manner.
Knowledge of proper procedures of making and receiving agency telephone calls.
A criminal background check (CORI) will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. In addition, Chapter 234 of the Acts of 2014, An Act Requiring National Background Checks, requires the Department of Developmental Services to conduct fingerprint-based check of the state and national criminal history databases on the recommended candidate. For more information, please visit:
For questions regarding this requisition, please contact
Human Resources at 781 788-5211.
To be assigned to meet the needs of the Department
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.
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.
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.*
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.*