Administrative Services Coordinator, Greater Haverhill

Mass; Amesbury (MA); Hybrid; USD 67,000 - 96,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

Department of Children & Families (DCF) seeks an Administrative Services Coordinator for the Greater Haverhill area. The role covers finance, contracts/procurement, facilities, HR and IT support within the Area Office.

Responsibilities include payroll processing, travel arrangements, contract renewals, and overseeing clerical staff. Candidates should have strong MS Office skills and familiarity with DCF systems like DOCDIRECT and FamilyNet.

Qualifications

• Four years of full-time or equivalent experience in office management, finance, purchasing, or human resources.
• Substitutions: relevant degree may replace experience.
• Proficiency in Microsoft Office and familiarity with agency systems.

Responsibilities

• Monitor and maintain tracking systems for the Area Office including service payments and admin costs.
• Process payroll, travel reimbursements, personnel transactions and travel for staff and clients.
• Assist contract management, facilities and supervision of clerical staff.
• Coordinate revenue activities and SSI/benefits applications for eligibility.
• Serve as Area Office IT contact and monitor help desk resolutions.
• Support staff in FamilyNet and i-FamilyNet usage, data mart, and upgrades.

Skills

MS Office proficiency

Strong communication

Policy familiarity

Education

Associate's degree in business/public administration

Bachelor's degree in business/public administration

Tools

DOCDIRECT

DATA MART

FAMILYNET

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Administrative Services Coordinator, Greater Haverhill (260007H1)

Job Description

Administrative Services Coordinator, Greater Haverhill - ( 260007H1 )

Description

The Department of Children and Families (DCF) is seeking a dynamic individual to fill the critical role of Administrative Service Coordinator. The selected candidate will be responsible for assisting with the administration and support functions in an Area Office, including Finance, Contracts/Procurement, Facilities, Human Resources and Information Technology.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• 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, Facilities Management activities and 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.
• Serve 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 monitor of their resolution.
• Support area office staff in the use of various Microsoft operating systems, i-FamilyNet and FamilyNet functionality including data mart.
• Monitor communications 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, and 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.

Preferred Qualifications

• Proficiency in Microsoft Office such as (Word, Excel, Access, PowerPoint).
• Familiarity with DCF policies and procedures including State Systems such as DOCDIRECT, DATA MART AND FAMILYNET.
• Demonstrates initiative, possesses organizational skills and attention to detail.
• A team player who contributes positively in group or individual settings in order to assist accomplishing goals.
• Strong communication skills both verbal and written, as well as an ability to work effectively with diverse stakeholders including front-line employees to top-level executives.

About the Department of Children and Families

The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF’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.

For more information about our agency and programs please visit: www.mass.gov/dcf

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.

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.

ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.

Qualifications

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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

An Equal Opportunity / Affine Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. .

Job

Administrative Services

Agency

Department of Children & Families

Schedule

Full-time

Shift

Day

Number of Openings

1

Salary

66,890.20 - 96,266.04 Yearly

If you have Diversity, Affinity Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Kendy Derival / [e-mail] - 8572835867

Bargaining Unit : 06-NAGE - Professional Admin.

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes