Title: Assistant Internal Compliance Officer
Organization: The Massachusetts Department of Public Health
Brief Summary of Position:
The Department of Public Health (DPH) is seeking an experienced and dynamic professional for the role of Assistant Internal Compliance Officer. Our applicant will serve as a primary resource to assist the Internal Compliance Officer (ICO) in developing, assessing, tracking, updating and proposing internal policies and procedures to ensure that all eight (8) DPH Bureaus, six (6) DPH Offices, Purchase of Service, DPH Budget/Fiscal teams, and Accounting units are in compliance with all federal, state, and regulatory practices.
With over 200 appropriations, DPH spends over $1B annually and is committed to fully complying with federal and state laws and guidance for the operation of an effective compliance program. The Compliance Program is charged with the development, revision, improvement, distribution, training and assessment of policies and procedures that establish compliance standards. With rapid advances in Information Technology (IT), additional oversight is being developed through the creation of this position to provide more support and technical assistance in ensuring adequate IT compliance policies and procedures are developed, understood and consistently implemented throughout the agency and its bureaus.
Duties and Responsibilities:
- Assist the Internal Compliance Officer (ICO) with a variety of compliance-related activities including developing organizational policies and procedures that support the mission of the Compliance Program.
- Propose specific process materials, training, technical assistance and guidelines to aid staff in understanding and conforming to all required standards and best practices.
- Monitor internal procedures necessary for adherence to state and federal regulations.
- Provide ongoing review and implementation strategies to ensure daily operations of DPH are in compliance with all IT policies, rules and regulations including asset management, security, onboarding employees and offboarding employees.
- Collaborate with Administration and Finance (ANF) staff and the IT Intake Team to develop necessary process documents and procedures; monitor DPH compliance with IT Asset Management.
- Maintain tracking and annual planning to ensure the Compliance Office is adequately examining all areas, including identifying and prioritizing increased risk in all IT systems and governing policies.
- Partner with the Policy Steering Committee to ensure quality, compliance, consistency and accuracy in contract, fiscal and accounting activities as directed by the ICO.
- Assist the ICO with the development and implementation of an annual work plan to ensure all adequate resources; identify departmental compliance champions and task groups as necessary.
- Assess and determine where IT risks intersect with administration, finance, and operational risks; draft communication plans to address all risks identified during assessments and audits.
- Foster relationships with the budget, purchase of service, and accounting office to align all processes and policies vertically across the DPH organization.
- Familiarity with the laws, regulations, standards and guidelines governing agency and state government operations.
- Knowledge of the principles and practices of auditing.
- Innovative individual with the ability to document and create databases for development and tracking of large data sets.
- Experience in developing, implementing, building support of users and training staff on systems/change management without service disruption.
- Demonstrated experience with oversight, audits or other internal controls/quality improvement measures in a large organization.
- Capacity to draft materials for organizational management (i.e. standard operating procedures, checklists, procedure manuals, etc.).
- Excellent planning skills to ensure exceptional diligence in all areas of compliance and risk management functions.
- Self-motivated with the ability to work independently, as well as collaboratively with colleagues.
- Thoroughness, independence, excellent organizational and written/oral communication skills.
- Ability to anticipate and prioritize urgent items and use sound judgment.
- Strong multi-tasker, with the ability to support broader organizational needs with existing knowledge and skills.
- Proficient usage of Microsoft Office products including Word, Excel, PowerPoint and Outlook; technically savvy, utilizing a variety of databases and information systems.
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