The Administration & Finance (A&F) functions of 5 offices have been consolidated into one unit within the Central DPH Budget Office. This consolidated unit provides support to the General Counsel's office, the office of the Chief Financial Officer and the Commissioner's Office. The Offices include: Office of Preparedness and Emergency Management, Office of Data Management and Outcome Assessment, Office of Health Equity, Office of Local and Regional Health, and Registry of Vital Records.
Under the supervision of the DPH Assistant Budget Director, the Management Analyst III will provide accounting, budget and grant support for state appropriations, federal grants, trust accounts, ISAs, and other appropriation types. The incumbent will serve as expert in one or more A&F functional areas, which includes activities in Grants management, Accounting, Budget, Purchase of Services, Facilities, etc. They will work collaboratively and across functional areas to support one another and meet the fiscal needs of the consolidated DPH offices.
This individual will be required to review and analyze information, including operating procedures, to plan and coordinate DPH Office activities associated with the Assistant Budget Director and five operational offices. The individual will assist the Office Directors to coordinate with the Assistant Budget Director with the management of federal grants and contracts with vendors providing services to the DPH Offices programs. The Management Analyst III is expected to identify and recommend changes in fiscal reporting, methods, and data analysis procedures with respect to DPH offices and more specifically the Office of Preparedness and Emergency Management (OPEM) programs.
The individual will also be required to work with Budget staff, other DPH staff (e.g., Commissioner’s Office), as well as various internal and external stakeholders to determine needs, propose solutions, and make appropriate recommendations related to the Bureau and Department’s organizational responsibilities.
Duties and Responsibilities (these duties are a general summary and not all-inclusive)
Ensures the appropriate reports and spending verification are complete in order to end a grant cycle with a participating federal agency.
Oversees grant compliance, management, and reporting:
oversee and ensure compliance and reporting of programmatic components of grant(s), including the grant budget reconciliation processes.
Establishes and sets up new accounts in MMARS—often when federal grants have requirements for the annual or otherwise regular segregation of spending. This process requires the input and approval of A&F and the Comptroller.
Prepares and submits fiscal reports including grant related reports.
Facilitates the process of approving and recording amendments to contract budgets.
Develops budgets for state, trust, and federal funding.
Plans and forecasts utilization of state and federal dollars; prepares monthly, quarterly, and annual projections including budgets and justifications.
Oversees contracts or contract plans, including:
activation; execution and updates; development; submission; and monitoring of contract plans.
Manages the allocation of staff time to appropriate funding sources using the labor accounting reassessment queries (LARQ) process.
Creates yearly spending plan to forecast contract and payroll expenses.
Monitors spending in trust funds; compliance with any legislative report requirements; shifts spending as appropriate to urgent, timely cost needs.
Works closely with the MDPH Director of Grants and Bureau program staff to ensure that applicable procedures or requirements as stipulated in federal awards are completed in accordance with required timelines.
Ensures accurate and timely completion of grant application materials and annual reports including The Federal Funding Accountability and Transparency Act (FFATA) report utilizing Massachusetts Management Accounting and Reporting System (MMARS), Federal Sub-award Reporting System (FSRS), Federal Account Coding System (FACS), and the information warehouse.
Responsible for monitoring federal account expenditures and advising the assistant budget director of expenditure trends during the course of the federal award period.
Works with the offices' senior staff and with the Purchase of Services Office and Accounting office to ensure timely submission of spending and contract plans; to respond to requests from these offices related to federal accounts; to monitor and process documentation related to contracts or personnel funded by federal awards; and related duties and responsibilities.
Assists with grant applications and preparations (including budget and budget justification).
Conducts activities to identify and apply for grants, and renew existing applications/grants.
Assists with the collection and completion of state and federal forms and ongoing monitoring of application process.
Participates in A&F team meeting and other meeting as needed.
Responds to general inquiries from program staff and team to provide support, exchange information concerning assigned activities and troubleshoot problems.
Knowledge of the principles and practices of fiscal management, including planning, forecasting, organizational development, etc.
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned activities.
Experienced preparing budget narratives and supporting documents, Progress and Final financial reports, and close out documents.
Possess excellent organizational skills and superior attention to details.
Ability to manage multiple projects at once, and effectively prioritize each
Proficiency in the use of MMARS, the Information Warehouse, and other related software.
Must have excellent time management skills.
As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:
75% state paid medical insurance premium
Reasonable Dental and Vision Plans
Flexible Spending Account and Dependent Care Assistance programs
Low cost basic and optional life insurance
State Employees' Pension and a Deferred Compensation 457(b) plan
11 paid holidays per year and competitive Sick, Vacation and Personal Time
Tuition Remission for employee and spouse at state colleges and universities
Short-Term Disability and Extended Illness program participation options
Incentive-based Wellness Programs
Professional Development and Continuing Education opportunities
Qualified Employer for Public Service Student Loan Forgiveness Program
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.
We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.
DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit ****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.
For questions, please ****.
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements:
Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management, or (B) any equivalent combination of the required experience and the substitutions below.
I. A Bachelor's degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*
II. A Graduate degree with a major in business administration, budget management, public administration, industrial engineering or industrial management may be substituted for a maximum of three years of the required experience.*
III. A Bachelor's or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management 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.
Educational substitutions will be permitted for a maximum of three years of the required experience.