Job Description

　　The Division of Banks is currently accepting applications for the Program Coordinator I position in the Operations Unit.

　　About the Organization:

　　The mission of the Division of Banks is to ensure a sound, competitive, and accessible financial services environment throughout the Commonwealth. The Division maintains public confidence in Massachusetts financial institutions through the oversight of state-chartered banks and credit unions, and non-bank financial service providers. The Division licenses and supervises non-bank financial service providers including those in the mortgage, money service businesses, sales finance, and debt collection industries that do business within the Commonwealth. The majority of the Division's employees are Examiners who conduct a variety of on-site and off-site examinations of financial institutions and licensed entities under the Division's jurisdiction. To learn more about the Division of Banks, click here.

　　The Division of Banks is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens. The Division is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division values inclusiveness and diversity within their examination and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

　　About the Role:

　　The position is a union position in the National Association of Government Employees (NAGE) Unit 6 and the salary is within Grade 10. Salary (step) placement is based on relevant experience.

　　The Program Coordinator I provides support to the Division's accounts receivable, accounts payable, and payroll functions. The Program Coordinator I works within the Operations unit of the Division, in collaboration with the Secretariat's human resources and accounting staff to ensure consistent processing of time and attendance for payroll; verified and timely processing of employee reimbursements; accurate compilation of assessment and/or examination invoices; and proper handling of payments made by regulated entities to the Division. The Program Coordinator I assists with agency procurement, grants, contracts, and other fiscal or human resources functions.

　　You will be a great fit for the Program Coordinator I position if you have attention for detail and the ability to accurately and consistently complete accounting and payroll processes in compliance with fiscal procedures and deadlines. Strong communication and analytical skills as well as the ability to work in a team environment is also very important. Experience with the Commonwealth's payroll and/or accounting systems is beneficial. Candidates with an interest or experience in accounting, payroll, and/or human resources are encouraged to apply. Training for this position will take place on-the-job with other members of the Operations unit and the shared services staff.

　　The Division of Banks is proud to offer schedule flexibility. The Program Coordinator I role is a hybrid position and various schedule options are available. In addition to telework, on-site work for this position is to be required two to three times per week in the Division's Boston office; requiring Tuesday and Thursday in the Boston office and additionally as needed based on scheduling or fiscal deadlines. The position may occasionally require travel within the Commonwealth of Massachusetts to attend training.

　　In addition to flexible work schedules, Division employees are eligible for competitive Commonwealth of Massachusetts employee benefits which include generous leave policies, the Commonwealth's State Employee's Retirement Plan, and tuition remission at state colleges and universities. The Program Coordinator I will benefit from trainings available through the Office of the Comptroller and the Human Resources Division.

　　The filling of this position is subject to appropriation and obtainment of all necessary approvals from the Office of Consumer Affairs and Business Regulation and the Executive Office for Administration and Finance. The Division reserves the right not to fill this position without notice. This position will report directly the Chief Administrative Officer within the Operations Unit.

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

　　Verifies all employee attendance and expense reimbursements ensuring: the completeness and accuracy of the submission; consistent review and compliance with applicable contracts, policies, and requirements; all appropriate management and fiscal approvals are in place; and processing is completed by deadlines. Maintains attendance records to ensure Division personnel are credited and debited with appropriate time.Generates and reviews system reports to ensure all necessary approvals were completed on time for attendance as well as employee expense reimbursements. Communicates any issues with submissions to the employee, supervisor, and, as needed, senior management or the fiscal approver. Coordinates with Secretariat human resources and accounting staff and/or the Comptroller's Office to resolve any questions or discrepancies and ensure all deadlines are met.Maintains the revenue system including completing the deposit slips and ensuring appropriate calculations are done, checks are deposited within prescribed 24 hour deadline, records are organized and filed appropriately, and procedures and back-up coverage are in place.Calculates and/or generates agency assessment invoices and may assist with examination bills or other agency receivables.Processes vendor legal name changes in the statewide accounting system to prepare for invoicing and may assist with refunds or additional records updates on vendor profiles.Assists in preparing grant and procurement requests, bids, and contracts. Compile evaluations and assist with questions from outside parties on the processes.Receives, organizes, and verifies incoming accounts payable invoices; updating accounts and communicating with vendors as needed.Documents procedures and assists in training back-up to ensure processes are maintained and coverage is in place as needed. Helps management in ensuring necessary communications and process updates for compliance with any guidance or changes.Participates in Operations, HR and payroll, and Comptroller's meetings and trainings as applicable to maintaining and updating agency processes.Assists the Operations Unit on periodic processes, reports, and other functions as needed.

　　Preferred Knowledge, Skills, and Abilities:

　　Experience or interest in payroll administration and/or accounts payable and receivablesAttention for detail and the ability to accurately and consistently complete accounting and payroll processes.Strong written communication and presentation skills, as well as analytical skills.Knowledge and experience using Commonwealth platforms including: HR/CMS or Self-Serve Time and Attendance (SSTA) the Human Resource/Compensation Management System that supports time and attendance, human resources and payroll; Massachusetts Management Accounting and Reporting System (MMARS) that supports the financial functions performed by Commonwealth Departments; CIW the Commonwealth Information Warehouse which provides access to financial, labor cost management, time and attendance, human resources and payroll data for MMARS and HR/CMS; and/or CommBuys the Commonwealth's procurement record system.Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

　　All applicants should attach a cover letter and resume to their online submission for this position.

　　SALARY PLACEMENT IS DETERMINED BY YEARS OF EXPERIENCE AND EDUCATION DIRECTLY RELATED TO THE POSITION AND THE HUMAN RESOURCES DIVISION'S RECRUITING GUIDELINES. IN THE CASE OF A PROMOTIONAL OPPORTUNITY, THE SALARY PROVISIONS OF THE APPLICABLE COLLECTIVE BARGAINING AGREEMENT WILL APPLY TO (OR WILL BE UTILIZED FOR) PLACEMENT WITHIN THE SALARY RANGE.

　　Qualifications

　　First consideration will be given to those applicants that apply within the first 14 days.

　　MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

　　Substitutions:

　　I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

　　II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration 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.

　　Comprehensive Benefits

　　When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

　　Want the specifics? Explore our Employee Benefits and Rewards!

　　An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

　　The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.