Contract Information Specialist – (2300026S)

Overview

The Management Analyst, Contract Information Specialist, is a member of the Health Promotion and Disease Prevention (HPDP) Services Unit of the Office of HIV/AIDS in the Bureau of Infectious Disease and Laboratory Sciences (BIDLS). The individual in the position will be responsible for developing, updating, and maintaining systems for organizing and communicating information related to contracts with vendors (agencies such as health centers, hospitals, community-based non-profit organizations, etc.) that fund a range of services related to HIV, viral hepatitis, STIs, COVID, mpox, and other infections of public health importance.

The position will involve reviewing and analyzing data related to vendor (agency) service projections and implementation, budgeting, spending, policies, protocols, and operating procedures. The position will also involve reviewing and analyzing HPDP Unit protocols and procedures related to the operational components of contract monitoring. The individual will confer with Unit staff to identify opportunities and needs; determine the extent to which special agency, internal, or other assessments are necessary; develop methods to be used in conducting assessments; analyze and review systems, structures, policies, and practices; and recommend operational improvements. The individual will compile, organize, and present information for a variety of uses, both for internal (management and peer) use, and also for vendors, community advisory groups, and other stakeholders.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Design, create, maintain, update, and disseminate spreadsheets, lists, reports, analyses, charts, graphs, tables, and other documents containing information including, but not limited to, agency scopes of service and priority populations, funding/program investments, service data, quality management activities, contract performance improvement plans, program expansions, vendor policies and procedures, vendor work plans, annual contract performance reports, site visit materials, etc.
• Collect accurate information from agencies, contract managers, and others for inclusion in above-referenced documents.
• Organize and store information in well-organized and clearly-labeled files that are readily accessible to relevant BIDLS staff.
• Review and analyze data related to vendor (agency) service projections and implementation, budgets, spending, policies, protocols, and operating procedures.
• Review and analyze HPDP Unit protocols and procedures related to the operational components of contract monitoring.
• Confer with Unit staff to identify opportunities and needs (e.g. related to the efficiency of unit systems for maintaining and communicating service and fiscal information, tracking vendor progress, etc.); determine the extent to which special agency, internal, or other assessments are necessary; develop methods to be used in conducting assessments; evaluate results of assessments; analyze and review systems, structures, policies, and practices; and recommend improvements to efficient and effective Unit operations.
• Compile, organize, and present program and fiscal information to 1) respond to requests from internal (EOHHS/DPH/BIDLS/OHA) management and supervisory level staff and external stakeholders, and 2) promote effective and efficient implementation of BIDLS/OHA contract monitoring activities, documentation of work/accomplishments, completion of federal grant applications and reports, development of service procurements, and 3) disseminate information to community advisory groups and other stakeholders for purposes of service planning.
• Ensure that information contained in provider contact lists/databases is up to date and inclusive of detail that enables OHA staff to tailor e-mail distribution lists according to intended recipients.
• Monitor program and fiscal data in order to provide information to management that helps inform problem-solving, action planning, and/or the formulation/improvement of administrative and operational policies and procedures.
• Perform routine quality assurance of contract files to assess for adherence to HPDP Unit standards regarding file content, organization, and naming conventions. Perform routine quality assurance of contract monitoring activity matrix.
• Communicate with clients of funded programs who articulate needs related to funded services to collect initial, basic information about the nature of the needs, and coordinate follow-up with OHA management, HPDP Unit colleagues, and/or other DPH staff as necessary.
• Maintain regular, professional contact with agency staff; local, state, and Federal officials; and community advisory groups.

Required Qualifications:

• Awareness of principles and practices of management science, including problem-solving and decision-making.
• Knowledge of methods used to present data accurately and clearly.
• Talent to determine the proper format and procedure for compiling, organizing, and maintaining accurate and updated information.
• Capacity to prepare reports, presentations, charts, graphs, and tables.
• Ability to design and implement assessments by engaging with individuals and examining records and documents.
• Capability to adjust to changing or varying work situations to meet emergency or changing program requirements.
• Potential to motivate and coordinate the efforts of others in accomplishing assigned work objectives.
• Ability to exercise discretion in handling confidential information.

Preferred Qualifications:

• Knowledge of principles and practices of management science, including problem-solving and decision-making.
• Understanding of principles and practices related to organizational behavior.
• Familiarity of work simplification methods.
• Awareness of terminology and standard abbreviations used in statistics.
• Ability to create and maintain spreadsheets, inclusive of using formulas to automate calculations.
• About the Bureau of Infectious Disease and Laboratory Sciences (BIDLS):

The DPH Bureau of Infectious Disease and Laboratory Sciences (BIDLS), predominantly located in Jamaica Plain, provides public health response to infectious disease. These services include programmatic and epidemiologic response, as well as laboratory testing through the State Public Health Laboratory (SPHL).

Infectious disease response services address concerns of the general public as well as those disproportionately affected by infectious disease through a variety of risk factors. BIDLS administers ongoing disease reporting for over 90 reportable diseases in the state. Disease reporting review and follow-up with clinical providers and local boards of health is a central function of the bureau. Surveillance activity is complemented by an extensive contracted service system. These services are funded through state and federal resources and include prevention education, community outreach screening for infectious disease, immunization services, health service navigation, medical case management, insurance enrollment, housing assistance, and referral and linkage to infectious disease treatment.

The SPHL provides scientific expertise and capacity to identify infectious agents, chemical agents, and other toxins that cause human disease. The SPHL is an active partner in joint activities with other bureaus/agencies such as environmental health, food and drug, agriculture, disease prevention and health promotion programs, and public safety. The SPHL is a reference laboratory of the national Laboratory Response Network (LRN) and is a U.S. Centers for Disease Control and Prevention (CDC) Select Agent laboratory. SPHL staff work closely with laboratory and disease prevention programs at the CDC, and partners with the U.S. Department of Homeland Security (DHS).

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: MA Department of Public Health​

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

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.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the   Reasonable Accommodation Online Request Form

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS:  Applicants must have at least (A) three years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management 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, public administration, industrial engineering or industrial management 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, public administration, industrial engineering or industrial management may be substituted for the required experience.*

III.  A Bachelor’s degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management 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.

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!

Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.

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.

Official Title: Management Analyst II
Primary Location: United States-Massachusetts-Boston-250 Washington Street
Job: Administrative Services
Agency: Department of Public Health
Schedule: Full-time
Shift: Day
Job Posting: Mar 10, 2023, 10:44:12 AM
Number of Openings: 1
Salary: 60,049.34 – 85,049.90 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Sandra Semedo Sandra.C.Semedo@mass.gov – 6173524250
Bargaining Unit: 06-NAGE – Professional Admin.
Confidential: No
Hybrid Work Eligible: Yes