Grants Management Specialist
Job Description
The Massachusetts Department of Public Health (DPH) seeks an experienced professional to serve as our Grants Management Specialist. The incumbent is responsible for general business activities within the Bureau of Infectious Disease and Laboratory Sciences related to the execution, management, and modification of purchase of service contracts. This role coordinates the flow of encumbrances, while ensuring compliance with agency rules and regulations, and provides technical assistance to agency staff including developing and maintaining financial reports in order to determine projected expenditures.
Learn more about what it’s like to work at the Bureau of Infectious Disease and Laboratory Sciences.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
- Prepare, assemble, and distribute contracts, amendments, and other procurement documents to provider agencies.
- Provide technical assistance to program staff and provider agencies regarding contract and payment processing, ensuring that all contracts meet budgetary requirements, and that all required contract documents are submitted to the Commonwealth’s Purchase of Service Office for processing and filing.
- Develop, implement, and maintain Excel spreadsheets to monitor encumbrances and track payments for all contracts, reviews and process invoice payments performing arithmetical calculations and reconciliation of transactions, confer with vendors to resolve any discrepancies, and enter invoice payments into MMARS and Invoice Tracking System .
- Keeps abreast of contractual rules and regulations as they relate to the new or additional services and will act as a liaison between the provider agencies and DPH staff regarding all contractual and fiscal issues.
Required Qualifications:
- Knowledge of the principles of contract administration, including terminology.
- Ability to read and interpret documents such as grant proposals, contracts, and financial reports.
- Capacity to analyze and determine the applicability of grants management data, to draw conclusions, and make appropriate recommendations.
- Skill to gather information by examining records and documents.
- Capability to assemble items of information in accordance with established procedures.
- Ability to follow oral and written instructions.
- Talent to give oral and written instructions in a precise, understandable manner.
- Ability to perform arithmetical computations with accuracy.
Preferred Qualifications:
- Familiarity with the laws, rules, regulations, policies, procedures, and guidelines governing State and federal grants administration.
- Knowledge of the types and uses of agency forms.
- Understanding the principles of contract administration, including terminology.
- Ability to prepare reports and maintain accurate records.
- Talent to establish and maintain harmonious working relationships with others.
- Ability to exercise sound judgement and to exercise discretion in handling confidential information.
About the Bureau of Infectious Disease and Laboratory Sciences (BIDLS):
The DPH Bureau of Infectious Disease and Laboratory Sciences (BIDLS), predominantly located in Jamaica Plain, provides public health response to infectious disease. These services include programmatic and epidemiologic response, as well as laboratory testing through the State Public Health Laboratory (SPHL).
Infectious disease response services address concerns of the general public as well as those disproportionately affected by infectious disease through a variety of risk factors. BIDLS administers ongoing disease reporting for over 90 reportable diseases in the state. Disease reporting review and follow-up with clinical providers and local boards of health is a central function of the bureau. Surveillance activity is complemented by an extensive contracted service system. These services are funded through state and federal resources and include prevention education, community outreach screening for infectious disease, immunization services, health service navigation, medical case management, insurance enrollment, housing assistance, and referral and linkage to infectious disease treatment.
The SPHL provides scientific expertise and capacity to identify infectious agents, chemical agents, and other toxins that cause human disease. The SPHL is an active partner in joint activities with other bureaus/agencies such as environmental health, food and drug, agriculture, disease prevention and health promotion programs, and public safety. The SPHL is a reference laboratory of the national Laboratory Response Network (LRN) and is a U.S. Centers for Disease Control and Prevention (CDC) Select Agent laboratory. SPHL staff work closely with laboratory and disease prevention programs at the CDC, and partners with the U.S. Department of Homeland Security (DHS).
About the Department of Public Health:
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. More information can be found at: Department of Public Health | Mass.gov
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. More information can be found at: Department of Public Health | Mass.gov
Pre-Hire Process:
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 http://www.mass.gov/hhs/cori
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.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form.
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) three years of full-time, or equivalent part-time, professional, supervisory managerial or administrative experience in public administration, business administration or business management, and (B) of which at least one year must have been in grants management, contract administration or contract management work, or (C) any equivalent combination of the required experience and the substitutions below.
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) three years of full-time, or equivalent part-time, professional, supervisory managerial or administrative experience in public administration, business administration or business management, and (B) of which at least one year must have been in grants management, contract administration or contract management work, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. An Associate's degree with a major in business administration, public administration, or business management may be substituted for a maximum of one year of the required experience.*
II. A Bachelor's or higher degree with a major in business administration, public administration or business management may be substituted for the required experience.*
NOTE: No substitutions will be permitted for the required (B) experience.
I. An Associate's degree with a major in business administration, public administration, or business management may be substituted for a maximum of one year of the required experience.*
II. A Bachelor's or higher degree with a major in business administration, public administration or business management 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.
NOTE: No substitutions will be permitted for the required (B) experience.
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!
COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details related to compliance with this requirement will be provided to applicants selected for employment.
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.
Official Title : Grants Management Spec II
Primary Location : United States-Massachusetts-Boston-305 South Street
Job : Accounting and Finance
Agency : Department of Public Health
Schedule : Full-time
Shift : Day
Job Posting : Dec 26, 2023, 1:25:10 PM
Number of Openings : 1
Salary : 58,842.16 - 84,684.08 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Luciana Hayner / Luciana.M.Hayner@mass.gov - 8573981891
Bargaining Unit : 06-NAGE - Professional Admin.
Confidential : No
Potentially Eligible for a Hybrid Work Schedule : Yes
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