Contracts Coordinator

Official Title: Program Coordinator II

Functional Title: Contracts Coordinator

Primary Location: United States-Massachusetts-Boston-100 Cambridge Street

Job: Administrative Services

Agency: Department of Housing & Community Development

Schedule: Full-time

Shift: Day

Job Posting: Apr 15, 2021, 1:36:48 PM

Number of Openings: 1

Salary: $58,390.54 - $83,591.56 Yearly

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

The Contracts Coordinator functions as an Emergency Shelter support, providing administrative support to the state and federally funded emergency shelter system within the Division of Housing Stabilization (DHS).  Primarily charged with managing the invoicing and contracting processes for individual emergency shelters, and associated programs, this position is an integral part of the functionality of the unit.

DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):

1. Work with homeless service providers and other DHS staff to execute timely and accurate contracts, renewals and amendments.  This may include, but not limited to:

a. Preparing contract documents as assigned;

b. Submission of contract documents to contract unit;

c. Solicitation of supporting documentation from vendors, including the final executed contract; and

d. Tracking contracts throughout the process.

2. Work with other DHS staff to ensure that each contractor submits timely and accurate invoices for eligible expenditures and meets state and federal documentation requirements for expenditures.

3. Processing and tracking vendor invoices, and coordinating with the accounting unit to resolve issues to ensure timely payments.

4. Track shelter capacity via regular monthly reporting processes, and more often as needed.

5. Facilitate communications with the homeless service provider community.

6. Participate in regular unit meetings and meetings with providers, and provide administrative support in the form of note taking and developing minutes for those meetings.

7. Perform other duties as assigned.

PREFERRED QUALIFICATIONS:

1. Excellent written communication skills.

2. Excellent oral communication skills.

3. Experience in program analysis, program management, program coordination, program planning.

4. At least intermediate proficiency using both Microsoft Word and Excel.

5. Ability to handle multiple priorities.

MISSION STATEMENT:

Department of Housing and Community Development (DHCD) is within Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents.  DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management.

COMMENTS:

Please upload resume and cover letter.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines.

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.

QUALIFICATIONS:

First consideration will be given to those applicants that apply within the first 14 days (by 04/29/21).

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three 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:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. 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.

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

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Marjie Lalli – 6175731254