Contract Specialist III

Massachusetts Department of Developmental Services; Danvers (MA); On-site; USD 65,000 - 95,000; Full time

Job summary

The Massachusetts Department of Developmental Services is seeking a motivated and experienced Contract Specialist III to work in the Northeast Regional Office Contracts Unit. The CS III will ensure compliance with all statutes, regulations, rules, and policies.

The role involves regular coordination with the Contract Supervisor, Contract Manager, Area Director, and other staff to review engagement allocations, POS plans, and provider spending for accurate fiscal data.

Qualifications

• Three years of professional or technical experience in contract management or administration.
• Knowledge of accounting principles and contracts terminology.
• Ability to interpret contracts, leases, and related documents.

Responsibilities

• Develop unit allocations for the new fiscal year with the Area Director and providers.
• Review contracts for accuracy and attach proper documentation.
• Input contract information into MMARS from Service Summary Form or Contract Form.
• Update ALTR site information for amendments and fiscal year start.
• Input updated information from ALTR into ICMS and send reports to providers.

Skills

Contract management

Budget tracking

MMARS experience

Policy compliance

Education

Bachelor's degree in a related field

Tools

MMARS

Job description

The Department of Developmental Services (DDS) is seeking a motivated and experienced Contract Specialist III (CS III) to work in the Northeast Regional Office in the Contracts Unit. The CS III will ensure compliance with all statutes, regulations, rules, and policies.

This position will have continuous communication and physical meetings on a regular basis with the Contract Supervisor, Contract Manager and Area Director or designee, Assistant Director and/or other Area Office Staff involved in the contracting/engagement process to review the status of engagement allocations, Purchase of Services (POS) plan, and provider spending to ensure that all have knowledge of accurate fiscal data.

Responsibilities:

• Participate in the process of developing unit allocations for the new fiscal year with the Area Director and the provider.
• Review contract documents for accuracy and thoroughness and ensure proper documentation is attached.
• Prepare and review the Input sheet using the information from the Service Summary Form or Contract Form to input the contract information into MMARS
• Work with Area Director on updating ALTR site information for amendments and at the beginning of the fiscal year
• Input updated information from the ALTR worksheet into ICMS and send provider the reports which will establish the Service Summary Form.
• Ensure contracts in MMARS have been filtered into the EIM process if not work with Billing Dept on any issues.
• Maintain ICMS database making sure all contracts are entered and accurate.
• Ensure billing is done on a timely basis and confirm balances and funds to cover billing are adequate.
• Reconcile Area POS tracking by running reports from FMIS and cross reference with MMARS
• Run Authorization reports in FMIS to make sure information is accurate and the amendment will be processed or not.
• Clean up authorizations that will not be used in the fiscal year
• Assist Providers with any questions regarding funding, payments, etc .
• Monitor utilization throughout the year using the various reports from EIM-Warehouse-FMIS
• Communicate with Area Director on a regular basis and set up monthly meetings to ensure the Area budget is on track.
• Verify all contracts (especially new contracts) are uploaded to EIM and adjust accordingly (new rates start date-check billing-current/prior-adjust mapping rules update percentages%)
• Determine throughout the year billing discrepancies between MMARS and EIM
• Assist New Providers with EIM Training when necessary
• Process manual payments in MMARS when necessary

Qualifications Required at Hire:

• Knowledge of basic accounting principles / practices and business contracts terminology, codes, symbols, and standard abbreviations.
• Capability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Ability to read, interpret, and analyze documents such as contracts, leases, etc. and the determine applicability of contract data, and draw conclusions by make appropriate recommendations.
• Exercise sound judgement and discretion in handling confidential information.
• Communicate effectively in oral and written expression and accurately records information provided and prepares general written reports.

Schedule:

Full-time 37.5 Hours

Monday – Friday: 8:00 a.m. – 4:00 p.m.

Days Off: Saturday/Sunday

About the Department of Developmental Services:

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B+ operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.

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

Education and license/certification information provided by the selected candidate(s) 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.

Recommended candidates must successfully complete pre-employment screening which includes:

• Commission for the Protection of Persons with Disabilities (CPPD) Abuse Registry Search: https:cppdmass.gov
• Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori
• National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. https://www.mass.gov/lists/dds-fingerprint-background-checks

ADA Reasonable Accommodation:

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

For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.

ALL EMPLOYEES ARE PAID ON A BI-WEEKLY BASIS AND MUST HAVE DIRECT DEPOSIT

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) three 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 and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

• 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 (A) experience.*
• II. A Graduate degree with a major in business administration, management, public administration or law may be substituted for a maximum of two years of the required (A) experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Special Requirements: None.

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.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”)

requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity /… 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.