Contract Support Specialist

Massachusetts Department of Developmental Services; Waltham (MA); On-site; USD 52,000 - 75,000; Full time

Job summary

Massachusetts Department of Developmental Services is seeking a detail‑oriented contract administrator to finalize service authorizations, process regional contracts, amendments and payments, and approve provider payment requests within the Enterprise Invoice Management System.

The role includes coordinating contract scanning, maintaining filing systems, and supporting multiple DDS offices and providers with data inquiries.

Qualifications

• Two years of professional or technical experience in contract management or contract administration, or equivalent combination.
• Bachelor’s degree as substitute for up to one year of experience.
• Graduate degree may substitute for additional experience.

Responsibilities

• Assist finalization of service authorizations.
• Process regional contracts, amendments, and payments with proper attachments.
• Approve provider payment requests in EIM system.
• Coordinate scanning and filing of contracts and attachments.
• Prepare and send outgoing mailings of signed contracts.
• Track and reconcile data in multiple databases.
• Organize contracts filing systems.
• Assist with fiscal year end preparation and scheduling meetings.
• Provide support to offices and providers on contracts inquiries and data requests.
• Assist front desk coverage as needed.

Skills

Basic accounting

Microsoft Windows apps

Rules and guidelines comprehension

Information gathering

Written/oral instruction ability

Reporting ability

Discretion with confidential info

Independent work and multitasking

Deadline-driven

Effective communication

Education

Bachelor's degree in business/admin/legal

Graduate degree (optional)

Tools

Word

Excel

Access

Outlook

Job description

Duties (this is a summary and not a complete list of responsibilities)

• Assist with the finalization of all service authorizations.
• Process basic regional contracts, amendments and payments to ensure proper documents are attached, updated and accurate in a timely manner.
• Approve all provider ready payment requests in the Enterprise Invoice Management System (EIM).
• Coordinate all scanning and electronic filing of all contracts and related attachments.
• Prepare and send outgoing mailings/emails of signed contracts.
• Track and reconcile data in multiple databases.
• Organize and maintain various contracts filing systems.
• Assist with open and close fiscal year preparation including the organization and scheduling of meetings/video conferencing.
• Provide assistance to the Central Office, Area Offices, Contract Units and Providers related to contracts inquiries, data collection and incoming work requests.
• Assist with front desk coverage for the regional office and other duties as assigned.

Preferred Qualifications

• Knowledge of basic accounting principle/practices.
• Proficient in Microsoft Windows applications (Word, Excel, Access, Outlook).
• Knowledge of the rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned Contracts unit activities.
• Ability to understand, explain, and apply the laws, rules, and regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to gather information by examining records and documents and questioning individuals.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to prepare general reports.
• Ability to deal tactfully with others.
• Ability to exercise discretion in handling confidential information.
• Ability to exercise sound judgement.
• Ability to work independently and manage multiple priorities effectively.
• Ability to meet deadlines in a timely manner.
• Ability to communicate with others effectively concerning rules/ regulations in a courteous and helpful manner.
• Ability to manage a broad array of projects simultaneously and to respond to changes in goals or priority in a flexible manner.
• Ability to multi-task and work under tight timelines during certain times of the fiscal year.
• Strong communication skills, is detailed oriented and comfortable working with excel and on various computer applications and programs.
• Knowledge of proper procedures of making and receiving agency telephone calls.

Please Note:

This is a full-time, 37.5 hour position.

Shift: 8:45am-5:00pm Monday-Friday.

Days Off: Saturday and Sunday.

Flexibility required to meet the needs of the office.

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

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) 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.

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 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.*

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.

Special Requirements: None

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!

An Equal Opportunity / Aff

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.