Finance, Contracts and Reporting Coordinator (Program Coordinator III)

Position Summary

Incumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required. The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency.

Duties and Responsibilities

• The Finance, Contracts and Reporting Coordinator will perform all fiscal, contracting and reporting activities, provide guidance and technical assistance throughout highway division and analyze data for quality assurance and reporting purposes to support highway operations programs and activities throughout the Commonwealth.

• Provide fiscal, contract and administrative support to a broad range of highway operations, programs and activities to help achieve operational requirements and program priorities throughout the state.

• Provide technical assistance and training to department personnel to ensure accurate and timely processing of all fiscal documents, contracts and administrative activities for all highway operations programs including snow and ice and fuel operations.

• Verify the availability of fund(s) and facilitate requests for encumbrances and expenditures to meet a broad range of program priorities.

• Key coordinator for fiscal and contract processes and activities supporting the purchase of materials, supplies, services and equipment for all business units in Statewide Operations and Maintenance and other Highway Division business units as required.

• Set up financial encumbrance documents (PC, CT, GAE, and IE) to support all highway operations programs and activities in accordance with the Commonwealths State Finance Law and General Contract Requirements.

• Act as liaison and communicate regularly with highway managers and program staff, shared services departments (fiscal, HR, IT and legal) as well as outside vendors, other state agencies, public entities, cities and towns and other stakeholders in performing the required functions of the position.

• Create and/or extend contracts and related fiscal documents to procure goods and services deemed critical to MassDOT highway operations throughout the Commonwealth.

• Assist in working with outside vendors to complete contract forms, prepare and process contract award and extension package paperwork for each vendor on all MassDOT Highway contracts during high volume endeavors.

• Assist with the development and monitoring of budget, encumbrances, and all spending plan activity on all object classifications in all appropriations and recommend adjustments at the beginning and throughout the fiscal year.

• Execute encumbrance modifications which may include time extensions, increase of funding, modification of appropriations, or anything else needed to ensure payments can be completed in a timely manner while staying within budget.

• Ensure encumbrances are compliant with state accounting policies and procedures related to the expenditure of funds as well as all state purchasing and contracting guidelines.

• Provide technical assistance and/or dispense accurate fiscal, contract, and procurement guidance to all highway personnel.

• Provide direction and compliance support to all highway business units for fiscal operations, fiscal policies, and solicitations on active contracts for the acquisition of specific goods and services.

• Monitor each appropriation budget throughout the year including snow and ice.

• Inform manager as available funding decreases for all expenditure classifications in all appropriations including snow and ice to ensure a supplemental budget can be put in place.

• Track all encumbrance contracts through ProjectInfo delivery system.

• Monitor the availability and execution of master agreement contracts for Highway Division and to report on those activities to internal stakeholders.

• Utilize CIW to run queries to provide real time budget, encumbrance and payment activity.

• Utilize MOSAIC to determine contract and master agreement availability.

• Receive specific invoices, confirm accuracy of amount, vendor and billing information, garner approval when relevant and process payment against encumbrance.

• Research and resolve all payment issues with vendors.

• Provide real time budget expenditure reports, encumbrance activity and payment status orally and in writing, to management.

• Keep current on all relevant policies and procedures for highway’s fiscal and internal control activities.

• Work with highway management and their staff to provide information concerning requirements and availability of resources for operations programs and activities including snow and ice.

• Maintain consistent and accurate records.

• Perform other related duties as assigned.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.