Job Posting for MA Department of Public Health: Fiscal and Administrative Analyst

Title: Fiscal and Administrative Analyst

Organization: MA Department of Public Health

Brief Summary of Position:

The Massachusetts Department of Public Health (DPH) and the Bureau of Infectious Disease and Laboratory Sciences (BIDLS) is seeking an experienced and dynamic professional to collaborate with diverse staff in various departmental units of the BIDLS lab. The Analyst will be working under the supervision of the Administration and Finance Director and must be able to work closely with other vital areas in the Department including but not limited to the Purchase of Service (POS), Accounting and Budget Office, and Programmatic Units.

Our ideal candidate is self-motivated, willing to take action, has a demonstrated ability to establish relationships with internal/external constituents, and can produce results. He/she is an independent thinker with the ability to innovate, produce and execute fiscal and administrative management of cooperative agreements, grants and state accounts. This will include preparation of federal grant applications, monitoring of grant objectives, fiscal analysis and reconciliation and annual budget preparation. In addition, this position will be responsible for monitoring and tracking of both state and federal resources, including personnel and contractual funding.

Duties and Responsibilities:

  • Assist in the development of the federal grant process including but not limited to completing budgets for federal grant applications, monthly grant reconciliations and completion of federal reporting requirements and contractual funding.
  • Produce, track and monitor Labor Cost Management (LCM) maintenance reallocations, promotions, and vacancies for lab personnel to ensure compliance with Federal grants.
  • Oversee reconciliation of Personnel Activity Reports including corrections to payroll transactions.
  • Assist staff by providing fiscal information to support programmatic narratives for reporting requirements and conditions of grant awards.
  • Coordinate monthly budget meetings with each program unit; represent the Director of Administration and Finance with Budget and Accounting on the Departmental level.
  • Participate in the development of cost controls, procedures, systems, and forecasting techniques to evaluate program status, ensuring compliance with state and federal requirements.
  • Orchestrate a Spending Plan for the department and monitor throughout the year.
  • Prepare and submit the Federal Funding Accountability and Transparency Act (FFATA) reporting requirements.
  • Analyze and prepare financial reports for all funding sources and provide recommendations.
  • Provide other administrative tasks and ongoing support across the department as needed.

Qualifications:

  • Basic principles of fiscal and administrative coordination including report writing, budgeting/cost-allocation and practices of general accounting methods.
  • Familiarity with Commonwealth of Massachusetts financial systems including MMARS, Information Warehouse, and the MBA.
  • Ability to interpret and analyze budgetary and fiscal data relating to grants and public health accounts.
  • Strong analytical and problem-solving skills and ability to multi-task and prioritize appropriately.
  • Ability to work collaboratively with a wide variety of staff demonstrating personal initiative as well as the ability to work well in a team.
  • Leadership skills and ability to coordinate and partner with cross-functional teams.
  • Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and guiding investment in processes and systems.
  • Capacity to maintain accurate records and exercise discretion in handling confidential information.
  • Strong written and oral communication skills and proficiency in Microsoft Office applications including Excel, Outlook, Word, and PowerPoint.

    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.

    Substitutions:

    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 degree 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.

    NOTE:  Educational substitutions will be permitted for a maximum of three years of the required experience.

Compensation:

  • 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
  • Retirement Savings: State Employees’ Pension and a Deferred Compensation 457(b) plan
  • 11 paid holidays per year and competitive Sick, Vacation and Personal Time
  • Tuition Benefit 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

To Apply:

Submit an application Here

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