Manager of Business Operations - Office of the Commissioner of Probation

Title: Manager of Business Operations - Office of the Commissioner of Probation

Pay Grade: Senior Management 1

Starting Pay: $95,616.92

Departmental Mission Statement:

The Massachusetts Probation Service’s mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

ORGANIZATIONAL PROFILE:
https://www.mass.gov/orgs/massachusetts-probation-service

Notes: THIS POSTING WILL REMAIN OPEN UNTIL FILLED. PREFERENCE WILL BE GIVEN TO CANDIDATES THAT APPLY WITHIN THE FIRST 14 DAYS.

Position Summary: Working within the Probation Central Office, The Manager of Business Operations is a senior staff position, part of the leadership team that prepares the annual budget analysis and justification strategy. The Manager of Business Operations has primary responsibility for general financial management of the organization. This includes budget preparation, spending plan preparation, procurement process oversight, grant management, financial accounting and the establishment, implementation and adherence to all internal controls and insuring compliance with the Commonwealth's laws, regulations and policies governing the expenditure of public funds.

Supervision Received: Works under the direction of the Deputy Commissioner of Administrative Services.

Duties:

Budget:  Coordinates, analyzes and prepares all annual budget and spending plans;  

Monitors all spending for the Office of the Commissioner of Probation and MPS appropriations. Prepares monthly expenditure reports;

Provides ongoing advice of funding for personnel transactions and for the purchase of goods and services;  

Determines the need, makes recommendations and prepares requests for inter-subsidiary transactions;  

Monitors funding allocation, expenditure accounting, monitoring and reporting for other outside funding sources;  

Procurement   Oversees the procurement process (RFP) for all goods and services; ensures that all goods and services are procured following all guidelines and procedures;  

Reviews all purchasing requests and makes recommendations. Determines cost effectiveness of purchases and contracts;  

Oversees the process of all encumbrances;  

Accounting   Ensures that funds are expended in accordance with established Trial Court Fiscal Policy and Guidelines;  

Ensures that vendors are appropriately compensated for goods and services;  

Oversees all accounting functions; invoices, purchasing of office supplies, and travel reimbursements;  

Oversees all inventory in the Office of the Commissioner of Probation;  

Develops and manages internal controls;

Payroll   Oversees all payroll responsibilities including HR/CMS transactions and employee benefits;  

Assists employees in the user of Self Service Time and Attendance;  

Manages SSTA for all employee on unpaid leaves (FMLA, Administrative Leaves and Sick Banks);  

Grants   Monitors all spending for grants awarded to the Office of the Commissioner of Probation;  

Prepares all grant application budgets as well as grant spending plans;  

Prepares expenditure reports for all grants;  

Submits quarterly reports to awarding agencies;  

Participates in site visits administered by OCM and awarding agencies (e.g., Federal Government, Massachusetts Office of Victim Assistance);  

Administration   Provides and assists in trainings to all MPS managers;  

Oversees authorized signatory process;  

Manages record retention for the Fiscal Office;  

Works closely with all fiscal and HR managers at the Trial Court OCM;  

Performs related duties as required.

Job Competencies: All applicants must be able, through the interview process, to prove efficiency in the following areas:  

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.

Mission Understands, upholds, and communicates the Massachusetts Probation Service and Trial Court missions.

Applied Knowledge Knowledge and ability manage the MPS fiscal unit including budget, procurement, accounting, payroll, grants, and administration.

Problem Solving Accurately identifies and assesses fiscal errors and fiscal procedural issues within the fiscal unit and initiates corrective action.

Continuous Learning Demonstrates a commitment to continuously improve himself or herself through professional development.

Communication Demonstrates the capacity to ensure clear, informative and transparent communications to all Trial Court officials and staff.

Collaboration Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Manager of Business Operations:

Bachelor's Degree from an accredited 4-year college or university in administration, business, accounting or related field. Master's degree preferred in business or public administration or related field.

10 or more years of work experience in state budgets and financial management may be substituted for the required education;  

5 years of supervisory level experience handling fiscal processes.   Strong organizational and time management skills. Strong interpersonal skills and the ability to work professionally and respectfully with all stakeholders.  

Proficient in standard software (spreadsheets, data bases and word processing) and able to learn required accounting and other relevant software.  

Excellent written, oral and presentational skills.   Ability to work independently and responsibly, with good communication.   Ability to travel to any statewide field office, courthouse, or the Probation Training Academy in central Massachusetts as needed.  

Considerable knowledge of and demonstrated ability to perform more complicated word processing functions and spreadsheet software;

  Considerable knowledge of office policies and procedures and demonstrated ability to apply those policies to inquiries;  

Demonstrated ability to independently complete assignments and to handle multiple assignments; and  

Demonstrated ability to identify problems and to develop feasible solutions; and to properly route them for appropriate resolution when necessary.