Finance Compliance Support Specialist

The Executive Office of Housing and Livable Communities (EOHLC) is seeking a Contract Specialist II/Finance Compliance Support Specialist in the Division of Housing Stabilization!

 

AGENCY MISSION:

The Executive Office of Housing and Livable Communities (EOHLC) is responsible for building more homes and lowering housing costs across the Commonwealth through partnerships with municipalities, housing authorities, and community stakeholders.

 

OVERVIEW

The Contract Specialist II/Finance Compliance Support Specialist is responsible for managing the full lifecycle of contracts for the Division of Housing Stabilization, from procurement through execution, administration, and archiving. The incumbent oversees all aspects of contract management, ensuring compliance with applicable Commonwealth laws, regulations, policies, and procedures. Working collaboratively with fellow Contract Specialists and cross-functional partners within the Executive Office of Housing and Livable Communities (EOHLC), including Accounting, Budget, Legal, and other program areas, the Contract Specialist provides guidance on contract development, procurement processes, and contract administration to support the Department's operational and programmatic objectives.

 

The incumbent will review new and amended contract documents, provide guidance and technical assistance in contract preparation, and ensure compliance with Commonwealth policies and procedures. This position also supports the Finance Compliance & Quality Assurance Supervisor with review, tracking, testing, and follow-up on contract administration controls, and advises staff and stakeholders on best practices related to procurement, contract documentation, and financial transaction support for the Division of Housing Stabilization.

 

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

 

1 Contract Management:

·       Oversee all aspects of assigned contracts from procurement through archiving, including Requests for Responses (RFRs), contracts, amendments, and Master Agreements, as applicable to the Division of Housing Stabilization.

·       Review all assigned documentation for completeness and accuracy, including coding, funding amounts, forms, regulatory compliance, and calculations; ensure that information is consistent with signed contract documents and approved funding sources.

 

2. MOSAIC:

·       Complete MOSAIC data entry forms for all transactions associated with contracts and maintain responsibility for accurate updates to MOSAIC vendor records and related supporting documentation.

·       Ensure contracts are funded accurately and that all information entered into MOSAIC is complete, current, and consistent with executed contract documents.

 

3. Technical Assistance:

·       Provide guidance and technical assistance to department personnel regarding procurement design, contract documentation requirements, and the regulations governing assigned contracts.

·       Advise and support staff and stakeholders on best practices related to procurement, contract documentation, and financial transaction support for the Division of Housing Stabilization.

 

4. Collaborate/Support:

·       Assist, as needed, with procurements, COMMBUYS activities, MOSAIC data entry, and related contract administration functions, including workflow development and process improvement efforts.

·       Support the Finance Compliance & Quality Assurance Supervisor with file reviews, sample testing, exception tracking, corrective action follow-up, and preparation of reports or summaries related to contract administration and vendor record accuracy.

·       Collaborate with cross-functional partners to resolve issues and support timely contract processing.

·       Maintain effective working relationships with departments both within and outside of EOHLC, including Legal, Budget, Accounting, Administration and Finance, Procurement, and Housing Stabilization, to ensure transactions comply with applicable regulations and internal procedures.

·       Develop and implement workflow processes in alignment with established policies and procedures and recommend changes that improve efficiency without reducing accountability.

 

5. File & Inventory Maintenance:

·       Maintain up-to-date files for all contracts and amendments, including original signatures and supporting procurement documentation, and retrieve records as needed for audits, public records requests, and other recordkeeping purposes.

·       Maintain an inventory of contracts and amendments, tracking the status and stage of completion for each action from initial submission through final filing; identify missing items and follow up until records are complete.

·       Perform related duties, including attending meetings and conferences, maintaining records, and preparing reports.

 

PREFERRED QUALIFICATIONS:

1.Experience with Commonwealth of Massachusetts procurement and contract administration, including Purchase of Service (POS) contracts, Requests for Responses (RFRs), amendments, and Master Agreements.

2. Experience using MOSAIC and COMMBUYS, including contract-related financial transactions, vendor records, coding, and supporting documentation.

3. Experience reviewing contracts and financial documentation for accuracy, completeness, compliance, and consistency with approved funding and executed agreements.

4. Experience supporting internal controls, compliance monitoring, quality assurance, audit preparation, or corrective-action follow-up.

5. Demonstrated experience managing multiple contracts or procurement actions simultaneously and tracking transactions through completion.

6. Experience developing, documenting, or improving contract administration and financial workflows, procedures, and internal controls.

7. Strong analytical skills, including experience identifying discrepancies or exceptions, researching issues, and recommending appropriate corrective action.

8. Strong written and verbal communication skills, including the ability to provide technical assistance and explain procurement, contracting, or financial requirements to staff and stakeholders.

9. Ability to manage multiple ongoing projects simultaneously, prioritize competing demands, and work efficiently under tight and recurring deadlines.

10. Experience maintaining organized and audit-ready contract files and responding to audit, records, or compliance-review requests.

11. Advanced proficiency with Microsoft Excel, Word, SharePoint, Adobe Sign, and/or DocuSign.

 

COMMENTS:

Please upload resume and cover letter.

 

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

 

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 placement within the appropriate salary range.

 

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

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 or technical experience in business administration, management, or public administration, the major duties of which included contract management or contract administration, or (B) any equivalent combination of the required experience and the substitutions below. 

Substitutions: 

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

II. A Graduate degree with a major in business administration, management, public administration or law may be substituted for the required experience. 

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. 

Special Requirements:  None

 

 

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%25 of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.