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Position Summary The Business Management Specialist will be responsible for contracts, payments and administrative activities required for the purchase of goods and services supporting the Rail & Transit Division. Duties include creating fiscal documents, maintaining back up documents and spreadsheets, analysis of data to optimize resource allocation to support statewide program priorities; preparing reports, interpreting data; providing technical assistance and responds to inquiries from staff and outside stakeholders. Ensures that fiscal and contracting guidelines are followed; ensures federal projects are following the federal Comprehensive Review Contractor’s Manual, maintain accurate records to ensure operating and capital costs are within established budgetary parameters, prioritize workload to ensure priorities are met on time. Duties and Responsibilities * * Create encumbrance and payment documents in Project Info to ensure compliance with the policy and procedures with the Office of the Comptroller. * Execute encumbrance modifications which may include extension of time, increase of funding, modification of appropriations, or anything else needed to ensure payment can be completed in a timely manner while staying within budget. * Assists with creating contracts in GrantsPlus, a grant management system. Ensures all documents and spreadsheets are filed and available for upcoming audits. * Ensures the sub-recipient is a vendor of the commonwealth, provides technical assistance if needed. * Works closely with sub-recipients to ensure they follow the federal requirements when receiving funds. * Assists with creating federal transit applications in TrAMS or Grants.gov. * Assist with project changes during the year and instruct Regional Transit Authorities how to enter changes in E-STIP. * Inputs and ensures appropriate federal systems (FSRS, SAM, TrAMS, etc.) are accurate and up to date. Works with sub-recipients to resolve issues related to these systems. Submits Annual Program of Projects and Annual Civil Rights report. * Assist with procurements, tracks Options on procurements, issues Option Letters, when necessary, ensures all purchasing and contracting guidelines are followed. * Utilize MMARS to determine contract and master agreement availability. * Closely monitor the availability of funds, create invoices for timely payment. Ensures the invoice budget aligns with the scope of work in the contracts. Works with sub-recipient to make necessary changes. * Monitors the department’s operating and capital budgets to ensure the division meets its yearly target but not exceed. * Other duties as required. *Preferred Qualifications * Ability to multi-task and ensure current priorities are met. * Ability to produce volume of work with speed and accuracy. * Ability to communicate with sub-recipients in a professional manner. * Ability to learn new software systems and utilize SharePoint. * Ability to collaborate with team and stakeholders. About MassDOT * The 4,000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s inclusive culture and career opportunities can be found at mass.gov/massdot-careers. MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions. *Minimum Entrance Requirements * This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days. Current MassDOT employees should use their internal MassCareers account to apply. All job applications must be submitted online through MassCareers to be considered. Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position. Applicants must have at least (A) three years of full-time or equivalent part-time, professional experience in business administration or business management in a supervisory, administrative or managerial capacity, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions I. Bachelor's degree with a major in business administration or business management may be substituted for a maximum of two years of the required experience.* II. Graduate degree with a major in business administration or business management may be substituted for the required experience.* Education toward such degree will be prorated on the basis of proportion of the requirement actually completed. * For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us. * For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722. * For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935. *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. Job: Administrative Services* *Organization: Massachusetts Department of Transportation *Title: *Business Management Specialist - Rail & Transit Location: Massachusetts-10 Park Plaza Requisition ID: 240009K1