Chief of Finance and Operations (Boston)

State Ethics Commission Job Opportunity: Chief of Finance and Operations

Attention applicants : Please do not apply for this position using the MassCareers website. If you apply through the “apply online” link above on this MassCareers page, you will not be considered for this position.

How to apply: Persons interested in being considered for this position should submit a cover letter and resume to David A. Wilson, Executive Director, at . Resumes submitted without a cover letter will not be considered.

Deadline date: Until the position is filled. First consideration will be given to persons who apply within the first 14 days following this posting.

You have successfully applied for the position only when you receive an email from the State Ethics Commission. If you just receive an email from MassCareers and not one from the State Ethics Commission, you have not successfully applied. Please call 617-731-9500 with any questions.

The mission of the State Ethics Commission is to foster integrity in public service in state, county and local government, to promote the public's trust and confidence in that service, and to prevent conflicts between private interests and public duties. We strive to accomplish this mission by conducting educational programs, providing clear and timely advice, and fairly and impartially interpreting and enforcing the conflict of interest and financial disclosure laws. Please see our website for more information:

Description: General Statement of Duties and Responsibilities:

Reporting to the Executive Director, the role of Chief of Finance and Operations responsible for overseeing the Commission’s budget and finances, procurement and contracts, daily office operations and administration. As a senior manager, the Chief of Finance and Operations will assist in the development and implementation of agencywide policies and procedures.

Duties and Responsibilities (these are a general summary and not all inclusive):

Budget and Finance

The Chief of Finance and Operations oversees the Commission’s budget process by preparing the agency's annual budget, financial reports and communications for review by the Executive Director:

Performs detailed budget analysis using current and historical data from MMARS and/or the Commonwealth's Information Warehouse (CIW);

Coordinates with the Government Affairs Officer on annual budget appropriation development with the Commonwealth's Administration and Finance budget staff, House and Senate Ways and Means Committees’ staff;

Recommends annual budget requests and allocations to the Executive Director;

Responsible for all agency accounting activities including all accounts payable and accounts receivable and all revenue reconciliation and for the prompt payment of all agency accounts payable in MMARS, or its successor applications;

Responsible for all agency accounts receivables and revenue activities and ensures all transactions are correctly posted to MMARS and the collections are posted in the Intercept program, or its successor applications;

Develops, implements and manages the agency procurement and purchasing process, ensures that agency employees are informed of, trained in and follow procurement policies and procedures;

Obtains product and cost information for consumables and services;

Manages all agency procurement activities, including managing and posting all agency procurement opportunities to CommBuys;

Monitors budget expenses and ensures spending is within allocated levels;

Ensures proper and timely allocation of funds and transfers in MMARS or its successor application(s);

Manages all agency contracts and is the agency's primary vendor liaison and contract manager;

Collects and enters all employees’ weekly timesheets in HRCMS;

Reconciles and generates expenditure and revenues monthly reports to the Executive Director;

Generates bi-weekly payroll reconciliations report for the Executive Director;

Tracks and manages bi-weekly leave time balances for the Executive Director and the Commission’s three Division Chiefs;

Acts as liaison for the PFML Program, GIC, DCAP and HCSA, Transit program, and affiliated state departments such as the Office of the Comptroller, the Human Resources Division (HRD), the State Treasurer, the Executive Office of Technology Services and Security (EOTSS), and the Operational Services Division (OSD);

Responsible for drafting all required reporting to the Office of the Comptroller, including all GAAP, Capital Asset, and Statutory Receivables;

Responsible for all Close/Open fiscal years’ activities;

Responsible for hiring, transferring, or terminating employees in HRCMS; and

Conduct orientations for new employees.

Risk Management

The Chief of Finance and Operations works with the General Counsel to maintain and ensure the agency's compliance with its Internal Controls Plan (ICP):

Responsible for identifying the potential risks to the agency's safety, security, and finances and assessing the organization's future risk management policies and protocols; and

Oversees and responds to the Commission’s audit requirements relating to financials and operations.

Operations

The Chief of Finance and Operations is responsible for the daily management of the office and managing facilities relationships with the Division of Capital Asset Management and Maintenance:

Maintains an up-to-date inventory of all office furniture assets.

Management

The Chief of Finance and Operations supervises the Commission’s receptionist(s).

Administration

As an agency manager, the Chief of Finance and Operations will assist in drafting and implementing the Commission’s financial and office operations procedures:

Advise the Commissioners, The Executive Director, and Senior Managers on matters concerning agency operations, finances, budget status and preparation, personnel issues, risk assessment, audits, and overall agency management.

Assist the Executive Director in the determination of staff salaries to be submitted for Commission approval.

Preferred Qualifications

At least 5 years' full-time or equivalent part-time experience working directly in an increasingly responsible role of Government financial management and administration;

Knowledge of Massachusetts state finance law and substantial experience using the Massachusetts Management Accounting and Reporting System (MMARS), Massachusetts Human Resource Database (HR/CMS), Administration and Finance Management Budgeting Application (MBA), MobiusView, Comptroller's Partnernet application, WC e-services, OSD COMMBUYS application, ITD Information Warehouse via MS Access and ITD chargeback reporting application;

Experience developing and enforcing internal controls and developing policies and procedures based on financial management best practices, including in areas of procurement, accounts payable, revenue reconciliation and contract compliance;

Experience in public financial and budget management and public procurement laws;

Experience managing and entering accounts payable and accounts receivable;

Experience in payroll and human resources processes;

Demonstrated experience managing personnel and networking with the affiliated departments and agencies for financial matters and/or personnel matters;

Experience in management and use of technology systems to support complex operations; and

Familiarity with facility operations and administration

Qualifications:

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) seven (7) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least two (2) years must have been in a project management, supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.

Substitutions:

I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience;

II. A bachelor’s degree in a related field may be substituted for two (2) years of the required (A) experience;

or

III. A graduate degree in a related field may be substituted for three (3) years of the required (A) experience.

Comments:

All Commission employees must be sensitive to the confidential nature of the Commission’s functions and must comply with all confidentiality requirements.

Salary:

The salary range for this position is $85,000 to $125,000 annually depending on experience and qualifications. This position is funded from the Commonwealth’s annual operating budget and is subject to appropriation.

How to Apply:

Persons interested in being considered for this position should submit a cover letter and resume in confidence to David A. Wilson, Executive Director, at . Resumes submitted without a cover letter will not be considered. First consideration will be given to those candidates who apply within the first 14 days of this posting.

The State Ethics Commission is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, or other factors protected by law.