Program Coordinator
The Massachusetts Office of the State Treasurer and Receiver General requires staff to have received COVID-19 vaccination as a condition of employment. To be considered fully vaccinated, individuals must have received two doses of the approved Pfizer/Moderna COVID-19 vaccine or single dose of the Johnson & Johnson COVID-19 vaccine. Finalists will be given details about how to demonstrate receipt of vaccination.
About the Office of the Massachusetts State Treasurer and Receiver General (“Treasury”)
Our mission is to manage and safeguard the State's public deposits and investments through sound business practices for the exclusive benefits of our citizens, and perform these duties with integrity, excellence, and leadership. Additionally, we strive to provide economic opportunity, stability, and security for every Massachusetts resident.
We are committed to excellence in recruiting, hiring, and retaining diverse and qualified individuals.
We value the culture of diversity and professionalism in the workplace, and strongly believe that our workforce should reflect our community.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Coordinate board meeting calendars, including preparing meeting materials, preparing open meeting law notices and preparing minutes of the board meetings.
- Prepare, disseminate and track board correspondence.
- Maintain electronic and hard copy documentation of the Board, including preparation of disposal schedule for archivable documents.
- Coordinate with Pension Reserves Investment Management Board and outside legal counsel regarding applications of entities seeking to invest in SRBTF, investment reports and transfer of funds.
- Lead ongoing outreach to entities with Board direction in partnership with PRIM
- Identify and implement process improvements during the submission process
- Maintain SRBTF website in accordance with public records laws and ongoing operations of the Board.
- Coordinate with the Department Security Officer to obtain access to statewide enterprise systems for department users.
- Prepare MA Public Records Law Request Responses for the Board.
- Supervise the Board’s budget and handle accounts payable/receivable through Commonwealth’s MMARS system, and audit activities
- Prepare yearly budget and present to Board for approval
- Regular financial reporting to the Board
- Ensure that all bills and chargebacks are processed in timely manner
- Negotiate with vendors as needed to lower costs and find efficiencies
- Coordinate and participate in procurement and contracting process pursuant to Commonwealth requirements
- Draft and maintain policies for the Board in compliance with other Commonwealth agencies
- Update Internal Control Plan
- Review by-laws and other published forms for compliance
- Process all accounts payable, accounts receivable, and audit activities including the following:
- Process all encumbrance events pursuant to the agency spending plan as approved and communicated by the agency head or designee.
- Prepare for review accounts payable events including payment processing, vendor management, payment verification, historical data query, contract and lease management.
- Provide timely processing services to optimize payment terms. Communicate tools/options that will support best value for spending activity.
- Prepare monthly expenditure reports.
OTHER DUTIES AND RESPONSIBILITIES
- Prepare reports as required for the Chair’s approval, such as the yearly Internal Control Questionnaire and other year ending activities required by the Comptroller’s Office.
- With Board members and Board counsel, confirm that relevant laws, regulations, policies as well as Board bylaws remain current
- Ensure that Board operations are self-sustaining and external deadlines are met
- Prepare reports as required for the Chair’s approval, such as the year ending activities required by the Comptroller’s Office.
SUPERVISORY RESPONSIBILITIES
- N/A
KNOWLEDGE AND SKILLS
- Knowledge and experience with board meeting practices and administrative procedures including office record keeping, office correspondence, controls and use of office equipment and supplies.
- Ability to understand and monitor applicable laws, regulations and policies; suggest changes as needed
- Ability to communicate effectively and work independently.
- Demonstrate initiative in suggesting and implementing improvements to Board operations.
- Ability to exercise discretion in handling of confidential information and to exercise sound judgment.
- Ability to maintain accurate records.
- Expertise in using spreadsheets, word-processing software, including Microsoft office suite, Adobe.
- Associate’s or Bachelor’s Degree preferred