_Who We Are:_ The Department of Fish and Game (DFG) is the state agency responsible for preserving the state's natural resources. They exercise responsibility over the Commonwealth's marine and freshwater fisheries, wildlife species, plants, and natural communities, as well as the habitats that support them. The Massachusetts Division of Fisheries and Wildlife (DFW) is responsible for the conservation - including restoration, protection, and management - of fish and wildlife resources for the benefit and enjoyment of the public. _ Who We Serve:_ Massachusetts was the first state in the nation to combine energy and environmental agencies under one Cabinet secretary. The Executive Office of Energy and Environmental Affairs (EOEEA) serves Commonwealth residents interested in outdoor recreational activities, clean energy solutions and those who work with animals and livestock. Equally, EOEEA works with energy consumers, power companies, clean energy providers and farmers to delicately balance the interaction with environmental protection laws and regulations while being a cornerstone for our economic prosperity. _Job Opening:_ The Department of Fish and Game’s Division of Fisheries and Wildlife seeks applicants for the position of Fiscal Operations Manager (Fiscal Officer IV) assigned to the Field Headquarters in Westborough, MA, to perform the following duties: Under the supervision of the Associate Director of MassWildlife, the Fiscal Operations Manager is responsible for the supervision, oversight, and guidance of all aspects of procurement, contracting, and payable functions of MassWildlife and assists the AD with the supervision of other assigned administrative functions. The Fiscal Operations Manager serves as a critical leader within the MassWildlife administrative team, guiding agency staff in navigating administrative procedures while ensuring laws, regulations, policies, and procedures are followed. Primary functions include supervision of unit, procurement coordination, contracting, vendor management, budget monitoring, record management, internal controls, assessment of business functions and risk, supervision of specialized assignments, and other administrative functions. Coordinates efforts amongst staff, vendors, and other entities. The Fiscal Operations Manager directs all operations of the unit. The manager serves as the Division’s lead Strategic Sourcing officer tasked with establishing processes that create efficiency across all activities within the procurement and contract management cycle. The position is responsible for selecting, evaluating, and managing vendor partnerships to achieve agency objectives. To procure goods and services, the supervising manager utilizes strategic sourcing principles; leverages data analytics; assesses various factors beyond cost and quality, such as risk, reliability, long-term compatibility, and intangible value of partnering with vendors. The main objectives are to streamline and improve the procurement/contracting process, maximize value, improve supplier performance, and minimize risk. A cover letter and resume must be submitted as part of the application process and attached “as relevant” to the requisition. * *MAJOR RESPONSIBILITY AREAS * * 1. Procurement, Contracting, and Payables Oversight (35%): a. Supervisesall aspects of procurement, contracting, and payable functions of MassWildlife. The manager directs all operations of the unit. b. Plans, coordinates, and evaluates activities and the work of staff; participates in the development and implementation of goals, policies, procedures, and best practices for procurement, including contracting activity and related operations. c. Works with staff to ensure activities are conducted in compliance with all laws, regulations, policies, and procedures. d. Evaluates the work of assigned staff, administers work assignments, and monitors deadlines; meets with staff to identify and resolve problems; counsels employees; and assists employees to address barriers to successfully complete job functions. Conducts Employee Performance Reviews. e. Oversees and performs Division procurement and bid process duties and provides supervision to assigned staff. 1. Serves as the Division’s lead sourcing strategist. Utilizes a Strategic Sourcing approach to obtain best value for the Commonwealth and assists staff to conduct strategic sourcing (e.g., conducts need assessments, performs research, identifies team members, develops bid documentation, conducts bid and monitors bid process, monitors/evaluates/awards bid, monitors performance, monitors/processes invoices, resolves conflicts, evaluates performance, identifies areas of improvement for future procurements, and conducts recordkeeping). Guides reporting and other staff through strategic sourcing process. 2. Prepares complex bid specifications and supporting documentation. Reviews specifications prepared by others. 3. Serves as MassWildlife lead and subject matter expert in the use of administrative systems. Utilizes CommBuys, CLM, and MMARS to implement job functions and follows all laws, regulations, policies, and procedures. Provides training and support for all functions. Leads training/implementation efforts as the state transitions to new systems. 4. Supervises and manages all aspects of the contract life cycle, ensuring work is conducted in accordance with agreed-upon terms across the agency. Supervises negotiations. 5. Supervises and manages interdepartmental procurement and contracting, including all functions related to the administration of ISAs and chargebacks. 6. Coordinates with MassWildlife, DFG CFO, DFG Director of Finance, DFG Chief Procurement Officer, and other state entities as appropriate. 7. Stays apprised of and educates others about changes relating to laws, regulations, policies, and procedures. Evaluate and implements controls to ensure laws, regulations, policies, and procedures are followed. 8. Stays apprised of best practices in government administration. 9. Assists the Associate Director/CFO with the supervision of close/open functions. Implements a system of checks and balances to ensure a smooth transition from one fiscal year to the next. 10. Routinely conducts data analysis to conduct programmatic assessments, drive business function advancement, and perform effective monitoring and oversight of unit functions. Stays apprised of and utilizes technology to streamline and advance business functions. 11. Trains and educates staff and vendors. 12. Supports an environment of strong ethics and the prevention of fraud, waste, and abuse. Implements strategies to minimize risk. 1. Vendor Management Oversight (15%): 1. Supervises and maintains responsible business relations with vendors, keeps informed of new products and services, market conditions, and current prices. 2. Supervises vendor creation and modifications ensuring proper paperwork and processes are followed. 3. Supervises and performs routine vendor reviews: ensures vendor forms are periodically reviewed to make certain the agency can continue to conduct business with current vendors. Supervises activities include updating addresses of current vendors and updating of W-9, Banking and Payment status, Contractor Signatory Authority, Terms and Conditions, and other forms with the Office of the Comptroller. 4. Supervise vendor monitoring and evaluation. Performs and assists staff with vendor evaluation efforts and documents and helps to resolve conflicts. Develops and implements evaluation system. 5. Helps to expand participation in the Commonwealth’s purchasing programs such as Supplier Diversity Program, SBPP, statewide and department contracts, and more. 6. Supervises MassWildlife’s Supplier Diversity Program. Monitors SDP performance and conducts reporting. 7. Supervises vendor relations to ensure MassWildlife provides excellent vendor support by assisting vendors to navigate and resolve questions related to procurements, contracting, and payable support. 8. Works to resolve conflicts in a professional and appropriate manner. 9. Supervises Payable functions. Ensures timely processing of payments in accordance with state policy and procedures. develops, implements, evaluates and adapts payables system. 1. Budget Development and Monitoring (20%): 1. Assists the Associate Director with the development and monitoring of the Division’s budget. 2. Monitors staff encumbrances and payments for MassWildlife. 3. Participates in the development and administration of MassWildlife’s budget. 4. Ensure staff is utilizing proper accounting codes and remains under budget. 5. Monitors assigned appropriations/specialized projects as assigned. Coordinates efforts with staff to monitor assigned projects and ensure projects remain in compliance. 6. Coordinates efforts with Federal Aid and Compliance, the DFG CFO and DFG Director of Finance, and other staff to ensure proper procedures are followed to make certain the agency remains within budget and within compliance standards. 7. Performs annual review of accounting codes, coordinates with key staff to identify coding that needs to be updated, and follows proper procedures to update codes in MMARS. 8. Prepares reports. Prepares budget estimates, oversees and encumbers funds, and monitors expenditures/payments. Supervises encumbrance management of staff. 9. Brings any issues to the attention of key staff. 1. Business Functions (20%): 1. Reviews procurement, contracting, and payable and other administrative functions and identifies areas for improvement. Develops and implements strategies to optimize efficiency. Utilizes data to drive business functions. 2. Conducts periodic risk assessments and internal audits and assists in the development and assessment of internal control procedures. 3. Participates in state and federal audits, resolves issues, and writes reports. 4. Provides applicable training/assistance to MassWildlife staff and its vendors/partners. 5. Annually reviews and updates internal controls. 6. Stays apprised of and utilizes technology to streamline and advance business functions. 1. Records and Audit Management Oversight (5%): 1. Supervises record management. 2. Maintains all records in an organized and accessible manner and in accordance with state Policies and Procedures. 3. Audits electronic and paper records, including internal audits to ensure procurement and contracting files are complete and accessible in an electronic format. 4. Participates in federal and state audits. Develops reports and implements actionable items. 5. Conducts annual record disposal assessment, identifies records eligible for disposal, and procures and conducts disposals following state procedures and in compliance with record retention law, policy, and procedure. Coordinates with DFG staff following proper record disposal procedures. 1. Other duties, as assigned (5%). Assists the Associate Director, Federal Aid and Compliance Manager, Revenue Coordinator, fellow procurement staff, and other staff as necessary. Other duties as assigned. QUALIFICATIONS REQUIRED AT HIRE (List knowledge’s, skills, abilities): 1. Strategic Sourcing, contracting, vendor management, and negotiation experience. 2. Government procurement experience preferred. 3. Excellent common sense, judgement, and decision-making skills. Must possess the ability to use sound, practical judgment with the ability to see the big picture, identify gaps, assess risk and benefits, and the motivation to follow through to ensure tasks are completed in an effective and timely manner. 4. Knowledge of the principles and practices of strategic sourcing and contract management 5. Knowledge of procurement law, regulation, and policies 6. Excellent relationship and conflict-management skills 7. Excellent interpersonal skills with the ability to establish and maintain harmonious working relationships with others. Ability to deal tactfully with others. 8. Excellent strategic thinking and creative problem-solving skills. 9. Excellent attention to detail and highly organized. 10. Knowledge of the principles and practices of effective employee supervision, including selection, training, work evaluation, and discipline is preferred. 11. Trustworthy and self-motivated. 12. Solid financial understanding and accounting skills. 13. Project management skills 14. Risk management skills 15. People management skills 16. Data analytics skills: the ability to gather and analyze data to drive decision-making. 17. Technological skills: the ability to utilize technology to streamline business functions. Ability to assist others. 18. Experience with MMARS, CIW, CommBuys, and CLM preferred, but not required. 19. Analytical skills 20. Adaptability 21. Support of agency mission. 22. Ability to understand, explain and apply the laws, rules, regulations, policies, and procedures governing assigned unit activities; to maintain accurate records; to analyze and determine applicability of data; and to draw conclusions and make appropriate recommendations. 23. Strong writing skills with the ability to analyze data, develop written reports, and write concisely to express thoughts clearly and to develop ideas in logical sequence. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four (4) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results) or (B) any equivalent combination of the required experience and substitutions below Substitutions: I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience. II. An Associate's degree in a related field may be substituted for one (1) year of the required experience. III. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience. IV. A Graduate degree in a related field may be substituted for three (3) years of the required experience. V. A Doctorate degree in a related field may be substituted for the required experience. *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: Accounting and Finance *Organization: Department of Fish And Game *Title: *Fiscal Operations Manager Location: Massachusetts-Westborough-Rabbit Hill Road Requisition ID: 240007LC