Program Coordinator I - Fiscal Support

Massachusetts; Everett (MA); Hybrid; USD 40,000 - 80,000; Full time

Job summary

An established industry player seeks a Program Coordinator I to support educational initiatives in Massachusetts. This role involves providing logistical and fiscal operational support, ensuring compliance with state regulations, and maintaining accurate records. The ideal candidate will have strong analytical skills, experience in accounts payable, and a commitment to diversity and inclusion. Join a dynamic team dedicated to promoting equitable educational opportunities for all students. If you are passionate about making a difference and thrive in a collaborative environment, we encourage you to apply for this exciting opportunity.

Benefits

Comprehensive Benefits

Work-life Balance

Diversity and Inclusion Initiatives

Qualifications

• Experience in accounts payable and procurement is preferred.
• Strong analytical and organizational skills are essential.

Responsibilities

• Provide logistical and fiscal support to various educational centers.
• Process vendor invoices and maintain contract databases.

Skills

Accounts Payable

Procurement

Analytical Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Attention to Detail

Diversity, Equity, and Inclusion Understanding

Education

Bachelor's Degree in Business Administration

Two years of administrative experience

Tools

Microsoft Excel

Microsoft Access

Microsoft Office

Job description

POSITION TITLE: Program Coordinator I

ORGANIZATIONAL LEVEL: Center for School and District Partnerships, Center for Strategic Initiatives and Office for Strategic School Transformation

Secretariat/Agency:

The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves and where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates committed to promoting a diverse and inclusive work environment where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.

Educational Vision of the Massachusetts Department of Elementary and Secondary Education: Our educational vision describes the Department of Elementary and Secondary Education’s (DESE) aspiration for elementary and secondary public education and adult basic education in the Commonwealth of Massachusetts. This vision is anchored in our commitment to high-quality teaching and learning in the Commonwealth. We will continue to work with districts, schools, and educators to promote teaching and learning that is antiracist, inclusive, multilingual, and multicultural; that values and affirms each and every student and their families; and that creates equitable opportunities and experiences for all students, particularly those who have been historically underserved.

Statement of Duties and Responsibilities

The Program Coordinator I will provide logistical and fiscal operational support to the Center for School & District Support (CSDP), Center for Strategic Initiatives (CSI), and Office for Strategic School Transformation (SST). The Department of Elementary and Secondary Education’s (DESE) Center for School & District Support (CSDP), Center for Strategic Initiatives (CSI) and Office for Strategic School Transformation (SST) provide comprehensive assistance to districts and schools and structured opportunities for educators, administrators and district leaders to engage in activities including coaching, action research, facilitated professional learning, professional learning, and progress monitoring.

Program Coordinator I will report to and be responsible for supporting the Fiscal Officer V. The Fiscal Officer V manages the fiscal resources of CSDP, CSI, and SST by ensuring effective accounting, budgeting, financial reporting, auditing and financial analysis, and procurement functions comply with applicable state laws, rules, regulations, policies, procedures, and standards. Program Coordinator I will assist in the processing of all vendor contracts, work orders, requisitions, open orders, invoices, and vendor bids to master agreements (RFRs) in compliance with all applicable state laws, rules, regulations, policies, procedures, and standards.

DUTIES AND RESPONSIBILITIES

1. Review and process vendor invoices, ensuring accurate fiscal and encumbrance information while resolving all outstanding invoice issues promptly and in compliance with policies and procedures.
2. Submit contracts, work orders, requisitions, open orders, and all other documents to the Procurement Office for approval in a timely manner.
3. Maintain contract and invoice databases in Access, generate and maintain invoice and grant summaries in Excel format, and update accordingly to ensure accurate encumbrance that fiscal and invoice information are reflected.
4. Reconcile invoice and grants summaries with the Access database information, Financial Accounting and Reporting (FAR) and Grants for Education Management System (GEM$).
5. Save, maintain, and update accurate electronic files of contracts, work orders, Interdepartmental Service Agreement (ISA) forms, requisitions, open orders, invoices, and all other documents.
6. Review and process vendor submissions to master agreement (RFRs) pre-qualifications and ensure all paperwork including all required state forms are complete and accurate, in-line with requirements, and filed according to policy and submitted in a timely manner for review and procurement processing; assist new contractors/vendors through the RFR process in consultation with the supervisor when necessary or upon request.
7. Maintain the pre-qualified vendors database in Access and in Excel formats and update them accordingly to ensure proper and accurate paperwork/contact information and required data are reflected.
8. Ensure vendor registration on Supplier Diversity Program (SDP) HUB and review vendor SDP reporting submissions to ensure compliance and deadlines are met.
9. Perform other duties as assigned.

This position is based at the Department of Elementary and Secondary Education in Everett. Staff are currently operating within a hybrid model, that combines two in-office workdays and telecommuting up to three days per week.

Preferred Knowledge and Skills

1. Knowledge and experience in accounts payable, procurement, or administrative work experience.
2. Ability to analyze and determine the applicability of fiscal and encumbrance information with a strong attention to detail and analytical and technical skills.
3. Strong interpersonal skills and ability to coordinate and collaborate with staff at all levels to accomplish assigned work objectives.
4. Strong oral and written communication skills. Ability to write concisely, express thoughts clearly, develop ideas logically, and communicate in a clear, tactful, and respectful manner.
5. Knowledge and experience of various computer software packages, including but not limited to, spreadsheets, word processing, and database applications; ability to use Microsoft office applications to conduct technical and administrative tasks and willingness to learn other the Agency’s application; intermediate to advanced knowledge and skills of Microsoft Excel; intermediate knowledge of Access.
6. Ability to organize and prioritize workloads; meet deadlines at any given time.
7. Ability to gather information by examining and maintaining records and data and the ability to exercise sound judgment and discretion in handling confidential information.
8. Ability to work independently and collaboratively in a professional setting.
9. Ability and willingness to develop and expand skills and competencies and to be a continuous learner.
10. Understanding of principles of diversity, equity, and inclusion; ability to proactively support and uphold the Centers’ mission and core values, including acting with purpose, continuous improvement, collaborative teamwork, and a growth-mindset.
11. Knowledge of the Massachusetts financial system called MMARS is preferred but not required.
12. Knowledge of state government principles and practices of accounts payable and procurement is preferred but not required.

Questions regarding this posting or the application process should be referred to Maureen O'Brien maureen.t.o'[e-mail]

Equal Opportunity Employer: Our most important asset is our staff. DESE continuously strives for a workplace that values a community of diverse talent where everyone works together to improve education for all students. We believe in diverse talent. A strong, innovative, and effective team has members with diverse experiences. We believe in and work toward equity for all protected classes. We are an Equal Opportunity/Affirmative Action Employer. Women, minorities, veterans, and people with disabilities are strongly encouraged to apply.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

1. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
2. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

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

Comprehensive Benefits

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 / Affirmative 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.