Job Posting for The Massachusetts Department of Public Health: Director of Administration and Finance, Bureau of Family Health and Nutrition

Title: Director of Administration and Finance, Bureau of Family Health and Nutrition

Organization: The Massachusetts Department of Public Health

Brief Summary of Position:

The Director of Administration & Finance (A&F) is a critical leader within the Bureau of Family Health and Nutrition (BFHN) whose charge is to provide exemplary fiscal stewardship through the establishment, monitoring, and improvement of accounting, budgeting, finance, procurement, IT and administrative systems and procedures. In consultation with the Deputy Director, this position is responsible for fiscal planning and management; compliance with all fiscal oversight and grant requirements; long-term budget forecasting and annual spending plan development; purchasing; and contract procurement for the Bureau with federal, state and trust funds in excess of $187M.

Duties and Responsibilities:

  • Track and manage spending levels; ensure proper allocation and encumbrances of funds and project spending levels; and ensure compliance of: 14 Federal grants, MCH Block Grant; 3 state accounts, and 2 large ISAs (this Bureau is the parent of these ISAs); totaling more than $187M.
  • Develop and submit reports to the Deputy Director regarding fiscal grant compliance, spending levels, and make recommendations for allocation or reallocation of funds.
  • Assist Deputy Director in coordinating with Accounting and Budget to streamline and monitor revenue and expenditures.
  • Work with and support contract managers to ensure understanding and compliance with all processes and documentation protocols to monitor performance and budget/spending requirements.
  • Collaborate with Division directors to review budgets, personnel projections, and grant opportunities.
  • Recommend and develop internal audit and control procedures for the Bureau’s divisions and offices.
  • Manage all procurement of services and purchasing for the Bureau, including: developing requests for responses, contracts and contracts amendments; contract monitoring, compliance, and corrective action activities, as needed.
  • Coordinate activities related to Information Technology, including but not limited to, client and service based data systems, EIM/ESM and the Virtual Gateway.
  • As a member of the Bureau’s senior management team, the Director of Administration & Finance participates in the development of policies, procedures and operational issues, as well as in the Bureau’s overall program planning activities, including recommending cost-saving and spending initiatives.
  • Recommend and implement protocols and processes for proper vendor procurement and ongoing contract monitoring; develop internal audit and control procedures.
  • Develop and implement policies, procedures and internal controls for all divisions and programs to ensure all compliance and grant requirements are completed accurately and timely.
  • Foster support and development of four direct reports through timely feedback, annual performance reviews, and consistent communication, and also facilitate the ability of staff to achieve highest level of professional growth, performance and career advancement.
  • Assist in the hiring and training of new A&F staff.
  • Develop effective communication tools and feedback mechanisms to provide support, motivation and feedback to team.
  • Organize and direct work schedules and assignments to meet program needs and goals.
  • Coordinate team meetings with all reporting staff to share information and ensure alignment.

Qualifications:

  • Knowledge of the principles and best practices of financial management, including financial analysis and financial information recording and processing.
  • Experience developing and overseeing large and complex budgets.
  • Ability to analyze financial results from operations; complete financial and budget forecasts.
  • Skilled collaborator able to assist Directors and other team members with limited fiscal background in reviewing budgets, assessing personnel needs, and responding to grant opportunities.
  • Experience with Federal grants.
  • Understanding of Massachusetts state procurement rules and contract development.
  • Ability to develop and implement internal control and audit procedures.
  • Understanding and ability to interpret laws, regulations, standards and guidelines governing agency and state government operations.
  • Experience developing and implementing policies and procedures related to: systems change and process improvement; internal controls and audits; and tracking and monitoring compliance with state and federal requirements.
  • Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and guiding investment in processes and systems.
  • Ability to understand, apply and explain pertinent laws, rules, regulations, policies and procedures.
  • Experience hiring, training and managing staff/teams.
  • Knowledge of principles and practices of management, including: strategic planning, organizing, directing, motivating and decision making.
  • Capacity to supervise staff, including: performance appraisal, employee coaching, team development, training and professional development.
  • Ability to provide feedback, supervise effectively, delegate, and coordinate the work of others in accomplishing assigned work objectives.
  • Strong leadership and facilitation skills, including: communication, strategic planning, project management, training and team development.
  • Proven ability to work with a diverse workforce.
  • Capable of balancing a large number of competing, complex and often urgent demands at once; record of success in setting priorities.
  • Excellent written, verbal and interpersonal communication skills.
  • Ability to exercise sound judgment and discretion in handling confidential information.
  • Well-honed analytic, organization, and problem solving skills which support and enable sound decision making.
  • Exceptional organizational skills and ability to establish and maintain accurate records.
  • Ability to coordinate numerous projects simultaneously to successful completion.
  • Proficiency in Microsoft Office applications including Excel, Outlook and Word; adept at learning new software and databases.

To Apply: 

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