• Fiscal Administrator - Contracts

    Location US-MA-Boston
    Court
    Office of Court Management
    Posting Date
    6/26/2018
    Starting
    USD $70,747.42/Yr.
    ID
    2018-3808
  • NOTES

    This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

     

    This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

    MISSION STATEMENT OF THE MASSACHUSETTS TRIAL COURT

    The Trial Court is committed to:


    • the fair and impartial administration of justice;
    • protection of constitutional and statutory rights and liberties;
    • equal access to justice for all in a safe and dignified environment;
    • efficient, effective and accountable resolution of disputes;
    • prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

    DEPARTMENTAL MISSION STATEMENT

    The Facilities management and Capital Planning Department provides for the management and maintenance of 62 state-owned courthouses located in ten counties of the Commonwealth. The Department is committed to administering effective property management, and for ensuring the delivery of quality services necessary for the efficient and reliable operation of all of the facilities which it maintains.

    POSITION SUMMARY

    Working within the Facilities Management Department of the Office of Court Management, the Fiscal Administrator for Contracts is responsible for the management of the contracts for the Trial Court Facilities Department. Maintains all planned and unplanned service and repair contracts under provisions of Ch. 477, Ch. 30 Sec. 39M and Ch.I49, management of related fiscal and budget activities, monitors and reports spending utilizing automated contracts management accounting and tracking system, supervises major construction and service contracts funded under operating and capital accounts and performs special projects as needed. Assists in the creation of guidelines and policies for contract and administrative matters. Acts as an administrative source and reference for staff regarding guidelines governing contract rules and regulations.

     

    SUPERVISION RECEIVED:

    Receives general direction from the Fiscal Manager of the Facilities Management Department in performing duties in accordance with established guidelines.

    MAJOR DUTIES

    Administers the overall contract process for all court facilities planned and unplanned service and repair contracts required to maintain courthouses, including the issuance of RFP' s, development and preparation of contracts, and monitoring the execution of contract services and their reported compliance with established contract guidelines and procedures .

     

    Develops advertisements for publication in major newspapers, Massachusetts Central Register, Massachusetts Goods and Services Bulletin, and The New England Construction News in compliance with governing laws, rules and regulations.

     

    Conducts public bid openings and pre-bidders conferences as required in compliance with governing laws.

     

    Establishes Repetitive Services Agreements with qualified service and construction contractors, maintains active listing of contractors under agreement with the Commonwealth of Mass .Operational Services Division- Statewide Contract for Tradespersons.

     

    Determines the appropriate contract process to apply to various service, repair and construction requests authorized.

     

    Communicates with agency staff as well as other state and private agencies or vendors relative to the Court Facilities Bureau's operational needs.

     

    Monitors the contract and fiscal activity of Regional Offices for compliance with governing laws, rules and regulations.

     

    Monitors funding allocation, object code budgeting , expenditure accounting, monitoring and reporting for consultant, operational, lease, repair and infrastructure/construction services subsidiaries in operating, capital and central budget accounts.

     

    Maintains the in-house Contract Accounting System and Automated Maintenance Management System for tracking and managing contract activity, expenditure accounting, and budget monitoring.

     

    Assists the Fiscal Manager in preparing the annual and expansion budgets and spending plans for the Facilities Department.

     

    Monitors and projects expenditures and confers with the Fiscal Manger on the need for additional funding and /or funding transfers.

     

    Provides various fiscal, budget and contract monitoring reports to management.

     

    Provides training to staff in areas of contract process, fiscal, budget, and automated contract accounting systems.

     

    Maintains accounts including the budgetary control register, reservation of funds accounts, encumbrance, accounts payable, and MMARS processes, and other matters concerning the administration of contracts.

     

    Assists the development of procedures within the Contracts Unit as well as in Regional Offices concerning contracting to ensure efficient contract, fiscal and administrative activities.

    JOB COMPETENCIES

    Ethics and Values

    Communicates and demonstrates the ethics and values of the Trial Court.

    Mission

    Understands, upholds, and communicates the Trial Court and Facilities Management Departmental missions.

    Applied Knowledge

    Knowledge and ability to oversee budgets, state contracts, procurement matters, and accounts management.

    Problem Solving

    Accurately assesses operational, staffing, administrative problems within the department and initiates corrective action.

    Continuous Learning

    Demonstrates a commitment to continuously improve himself or herself through professional development.

    Commitment to Diversity

    Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

    Communication

    Demonstrates the capacity to ensure clear, informative and transparent communications to the facilities department and other Trial Court and government officials.

    Collaboration

    Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

    POSITION REQUIREMENTS

    Bachelor's Degree in Business Administration, Public Administration or a related field or an equivalent combination of education and experience;

     

    Supervisory experience strongly preferred;

     

    Candidates with experience in public procurement and construction and MCPPO certified desired;

     

    (4) Four years of experience in business management procedures and practices including contract, budget, and fiscal management.

     

    Knowledge and familiarity with the operation and function of complex organizational structures and some understanding of automated information systems.

     

    Ability to maintain accurate records, and prepare various court related reports.

     

    Strong interpersonal skills and the ability to work professionally with persons at all levels.

     

    Ability to communicate clearly and effectively in oral and written form.

     

    Ability to handle highly confidential material with discretion;

    OTHER

    HOW TO APPLY: 

    Applicants must apply by completing a Trial Court online application by clicking "Apply for this job online" button at the top of this page. 

     

    If you are not viewing this online, go to the Trial Court Jobs page at https://careers-trialcourtsofmass.icims.com/jobs  and search for this job.

     

    PLEASE NOTE:  Paper, faxed or emailed applications or resumes are not accepted for any Trial Court position.                        

     

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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