Position Summary The Municipal Aid & Partnerships Specialist works for the Chief of Municipal Aid & Partnerships to perform contract and financial management for transportation project earmarks and community grants administered by the Highway Division, as well as administration related to the Division's involvement in state, regional, and national affiliations. This individual will interface with various municipal partners and elected officials to ensure accuracy, efficiency, and compliance throughout the contract lifecycle. The Assistant will also collaborate with staff across different MassDOT departments and divisions to accomplish their duties. Using knowledge obtained in their role, the Specialist will develop reports and recommendations for improvement of operations within the Municipal Aid & Partnerships team. The Municipal Aid & Partnerships Specialist is skilled in organizing large datasets, has strong attention to detail, and is committed to building partnerships with the municipalities the Highway Division serves. Duties and Responsibilities Interface with municipal partners and internal/external stakeholders regarding the contracting and payment process of transportation earmark projects or community grant agreements. o Provide excellent service by answering questions and providing information efficiently. Assist with contract creation and administration, including: o Compile necessary documents for new award agreements from both internal and external partners. o Distribute contract documentation for review and signature by all required parties. o Ensuring all parties receive a copy of an executed contract. o Ensuring executed contracts and associated information are stored accurately on Grant Central and/or SharePoint. Conduct administration throughout the lifecycle of a contract, including: o Maintain record of upcoming contract expirations and perform internal or external outreach to determine whether a contract extension is needed. o Monitor project progress, including spending, to inform whether changes to the contract are needed. o Lead the contract amendment process as it pertains to time extensions or changes in scope or budget for earmark and grant agreements, including initiating contact with local officials and following up after amendments are executed to ensure municipalities are knowledgeable about next steps. o Close-out projects and gather post-construction data when applicable. Manage financial aspects of contractual agreements, such as: o Set up or edit funding encumbrances. o Review reimbursement requests or invoices for completeness and accuracy before processing. o Obtain any required backup documentation and approvals. Ensure that funds were spent in compliance with the scope of work approved in the funding agreement. Process payments, including circulating for approval. Coordinate with Fiscal Operations and Capital Budget as needed to accomplish these tasks. Conduct activities in Adobe e-sign, MMARS/Mosaic, and Project Info as needed to accomplish the above tasks. Work closely with the Community Grants Group to ensure that agreed upon milestones are being met as they pertain to external communications, grant agreement creation, contract administration, and payment processing. Monitor and report on the rate at which different project @types spend down their funds by tracking payments to inform on grant program or earmark health as well as potential improvements to program operation. Track cash flow trends for Highway Division Grant Programs and report on findings. Recommend to the Chief of Municipal Aid & Partnerships opportunities to improve funding agreements or aspects of the agreement's lifecycle. Update and create webpages on mass.gov in collaboration with MassDOT's digital services for transportation earmark information. Assist with ongoing development and implementation of a record-keeping system and dashboard to track the Highway Division's involvement in various state, regional, and national committees or associations to ensure equitable, transparent, and meaningful participation. Develop narrative and financial reports to inform on the success of the Highway Division's involvement in state, regional, and national affiliations. Process invoices related to participation in state, regional, and national affiliations as needed. Perform other administrative tasks under the direction of the Chief of Municipal Aid and Partnerships. 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 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, 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 degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience. III. 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. 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 ServicesOrganization: Massachusetts Department of Transportation Title: Program Coordinator II - Municipal Aid and Partnerships Specialist Location: Massachusetts-10 Park Plaza Requisition ID: 250008BW
