The Executive Office of Housing and Livable Communities (EOHLC) is seeking an Administrative Officer V/Finance Compliance & Quality Assurance Supervisor in Office for Administration and Finance!

OVERVIEW

The Finance Compliance & Quality Assurance Supervisor oversees a centralized Division of Housing Stabilization (DHS) Finance compliance function that tests whether invoices, payment requests, contract files, vendor records, and supporting documentation are accurate, allowable, complete, timely, and consistent with Commonwealth policy, program requirements, and internal controls.

The position provides a quality assurance layer for DHS Finance by reviewing samples of transactions and files, identifying recurring exceptions, coordinating corrective action, training staff and program partners, and reporting trends to Finance leadership. The role is intended to strengthen day-to-day financial controls within DHS without duplicating the enterprise responsibilities of the Internal Controls Officer or Internal Auditor.

The Finance Compliance & Quality Assurance Supervisor oversees the work of 2 employees.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

1. Audit
• Supervise and coordinate DHS Finance compliance reviews of contract packages, invoices, payment requests, reimbursement packages, vendor updates, and other fiscal documents before release to Accounting or other processing units.
• Perform or oversee desk reviews, spot checks, and sample testing of payment files, contract files, monitoring records, procurement materials, vendor records, and supporting documentation to confirm that transactions are allowable, authorized, and properly documented.
• Sample transactions, vendor records, and file documentation to verify that finance controls are operating as intended.
• Support annual internal control testing and program review activities by supplying documentation, trend analysis, evidence of remediation, and follow-up status on recurring issues.
• Coordinate intake, triage, documentation, and follow-up for suspicious activity or recurring control failures.

2. Tracking:
• Track recurring errors, control failures, and unusual trends by program area, vendor, contract manager, or fiscal approver; identify root causes and recommend corrective actions.
• Maintain a centralized log of exceptions, pending items, and corrective action plans; follow up until issues are resolved and closed, including contract, procurement, and vendor-record issues.

3. Training and Collaboration:
• Coordinate with program managers, contract managers, fiscal managers, Accounting, Procurement, the Internal Controls Officer, and Internal Audit on shared control issues, investigations, remediation steps, and audit-ready recordkeeping.
• Provide routine coaching and targeted refresher training to DHS staff on invoice review standards, documentation requirements, segregation of duties, contract file quality, vendor record accuracy, and fraud prevention expectations.
• Provide refresher training to program approvers, fiscal staff, and contract managers on review expectations and common errors.

4. Reporting:
• Prepare monthly and quarterly summaries for DHS Finance leadership highlighting payment compliance, outstanding issues, aging exceptions, contract/file trends, and areas that require management attention.

5. Review and Monitor:
• Monitor and review contracts, amendments, and encumbrance support for DHS programs.
• Review invoices, receipts, approvals, and backup to confirm allowability, accuracy, and contract alignment before payment processing.

6. Recommendations:
• Recommend process improvements, updated checklists, and revised procedures to strengthen DHS Finance controls, improve procurement and contract oversight, and improve efficiency without reducing accountability

PREFERRED QUALIFICATIONS:

1. Demonstrated experience in financial compliance, quality assurance, internal controls, auditing, or fiscal monitoring, preferably in a public-sector or similarly regulated environment.

2. Experience reviewing invoices, payment requests, contracts, reimbursements, procurement documentation, and vendor records for accuracy, allowability, completeness, and compliance.

3. Supervisory experience leading fiscal, compliance, contract, or administrative staff.

4. Experience conducting quality assurance reviews, transaction sampling, desk reviews, or other compliance testing and identifying recurring errors or control weaknesses.

5. Demonstrated experience developing, implementing, and tracking corrective action plans and recommending process improvements to strengthen financial controls.

6. Experience analyzing financial or operational data and preparing trend analyses, exception reports, and management summaries to identify risks and areas requiring management attention.

7. Knowledge of Commonwealth of Massachusetts fiscal, procurement, contracting, and internal control requirements, including experience with MOSAIC, SharePoint, Excel, or comparable systems.

8. Experience developing and delivering training, written procedures, checklists, or guidance related to financial compliance, documentation requirements, internal controls, or contract management.

COMMENTS:

Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division's Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

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.

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

Applicants must have at least (A) six years of full-time, or equivalent part-time, professional, administrative, supervisory or managerial experience in business administration, business management, public administration, financial management, or professional experience in a particular specialty (i.e. scientific, professional, or technical), and (B) of which four years must have been in a supervisory or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Incumbents may be required to have a current and valid motor vehicle driver's license at a class level specific to assignment.

Substitutions :

I. A Bachelor's or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for one year of the required (A) experience.

II. A Graduate or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for two years of the required (A) 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!