Administrative Services Coordinator - Plymouth

Commonwealth of Massachusetts - Plymouth, MA (30+ days ago)3.9


The Department of Children and Families seeks dedicated child welfare professionals who are committed to upholding the Department’s fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. The Department’s vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education. DCF works toward establishing the safety, permanency and well-being of the Commonwealth's children by: stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and, 6) committed to continuous learning.

JOB DESCRIPTION:
Reports to Area Administrative Manager and is responsible for assisting with the administration and support functions in an Area Office, including Finance, Contracts/Procurement, Facilities, Human Resources and Information Technology.

EXAMPLES OF DUTIES.

Monitor and maintain tracking systems for the Area Office as identified by the Area Administrative Manager (AAM) including those systems related to the allocation, authorization and payment of services and administrative support costs.
Review, process and monitor employee transactions including but not limited to: overtime/compensatory time; travel reimbursements; weekly payroll/time and attendance; personnel transactions; out-of-state authorization and travel arrangements for employees and clients.
Assist AAM in Contract Management including annual renewal process.
Assist AAM in Facilities Management activities.
As requested, supervise clerical staff.
Coordinate revenue activities in the Area Office including but not limited to Title IV-E RMTS collection; SSI/TII applications, benefits and eligibility and personal needs disbursements.
Responsible as the primary point of contact in the Area Office for the DCF Help Desk for IT activities including but not limited to: communication of phone, network and application issues to DCF Help Desk and monitoring of their resolution; support area office staff in the use of XP, Office 2003, Outlook 2003, i-FamilyNet and FamilyNet functionality including data mart; communication to DCF Help Desk of new requests or modifications to existing network accounts for area office staff; coordination of equipment moves within the Area Office with area management and DCF Help Desk staff; perform server backup as documented in the backup and disaster recovery procedures; actively participate in new releases of FamilyNet and i-FamilyNet and provide onsite training and support to area office staff in the release of the updates
to these applications.
Perform other administrative functions as required.

PREFERRED QUALIFICATIONS:
Proficiency in using Microsoft Office Products (Word, Excel, Access, PowerPoint).
Familiarity with DCF policies and procedures.
Familiarity with DCF and State Systems such as DOCDIRECT, DATA MART AND FAMILYNET.
Ability to work effectively with linguistically and culturally diverse populations.
Ability to complete projects with minimal supervision
Strong writing skills

Please ensure that you attach a resume with your application submission to this requisition.

A criminal background check 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. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants".

As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth’s website.

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.

For questions, please contact the CYF Office of Human Resources at 1-800-510-4122 and select option #2.

Qualifications

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) four years of full-time or equivalent part-time experience in one or multiple areas of the following, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.

Incumbents may be required to possess a current and valid motor vehicle driver’s license at a class level specific to assignment.

Substitutions:
I. An Associate’s degree with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for one (1) year of the required experience.

II. A Bachelor’s degree or higher in with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for two years of the required experience.