Senior Background Check Specialist

The Commonwealth of Massachusetts Boston, MA
senior dds administration compliance suitability data database procedures nbc senior regulations management assistance
December 2, 2022
The Commonwealth of Massachusetts
Boston, MA
OTHER

Job Description

The mission of the Department of Developmental Services (DDS) is to create, in partnership with others, innovative and genuine opportunities for individuals with intellectual and developmental disabilities to participate fully in and contribute meaningfully to their communities as valued members. DDS serves over 41,000 vulnerable individuals throughout their lifetimes, providing a spectrum day, employment, and residential supports. The agency directly manages and oversees $2.7 billion in public funds annually and over 5,500 staff, the largest state employee workforce of any agency in the Executive Branch.

The Senior Background Check Specialist (Program Coordinator II)will coordinate the processing of National Criminal Background Record Checks by performing a wide range of functions including: Serving as one of the Department's senior subject matter experts in interpreting and applying national criminal history information to support hiring decisions; providing consultation to junior level DDS Background Check Specialists and conducting first-level review of unit suitability determinations, sending and reviewing notifications to DDS and provider hiring authorities regarding a range of issues in connection with the national criminal background check system and business process; interfacing with multiple data sources, including the DDS background check database and the criminal history records system; producing and analyzing data to ensure compliance with applicable reporting requirements; responding to inquiries from applicants, provider organizations, and DDS human resources and legal staff; ensuring compliance with applicable laws, regulations and policies; providing customer service, training, and technical assistance on behalf of the agency for all matters relating to Chapter 234 of the Acts of 2014, developing and implementing improvements to DDS National Criminal Background Check operations in-consultation with the Unit Director; coordinating enhancements and providing input on improvements and upgrades to the unit's electronic background check database; and contributing to development of unit policies and procedures; and other related tasks as needed.

The Senior Background Check Specialist position is eligible for Hybrid work schedule, 2 days in office and up to 3 days teleworking.

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

  • Provide comprehensive programmatic support for the National Background Check (NBC) requirement, including interpreting criminal history data from multiple jurisdictions, interfacing with the NBC database, and producing and analyzing data relating to the Department's compliance with the national criminal background check legislative mandate.
  • Provide first-level review of all suitability/non-suitability determinations made by junior-level Background Check Specialist(s) and review of other senior-level Background Check Specialist(s) to ensure quality and completeness of background check investigations. Upon completion of review(s), provides recommendations to the Unit Director on all suitability/non-suitability determinations.
  • Receive and interpret Criminal History Record Information (CHRI) results from the Federal Bureau of Investigation and the Massachusetts State Police and determine the appropriate crime category and code the DDS NBC database accordingly.
  • Receive and review documentation submitted by DDS applicants for consideration of their suitability to work in a setting that requires or has the potential for unsupervised contact with individuals served by and through DDS and make recommendations for problem resolution.
  • Provide training and technical assistance to DDS contracted program providers, DDS and EHS staff, and background check applicants regarding the application of NBC regulatory and programmatic information.
  • Respond to inquiries regarding NBC issues from DDS stakeholders, public safety administrators, legal staff and others as needed to ensure appropriate resolution and follow-up.
  • Maintain confidentiality of NBC information in accordance with all applicable laws and regulations concerning access to and dissemination of information.
  • Contribute input and provide assistance to Unit Director and other DDS staff relative to Unit practices and progressively more complex systems enhancements to ensure compliance with applicable laws and regulations.
  • Produce and analyze reports as needed to track agency progress toward compliance with the National Criminal Background Check statutory mandates and provide input on responses to legislative and stakeholder inquiries.
  • Contribute substantial input and feedback to Unit Director relative to development and drafting of written policies, procedures, and advisories documenting Unit practices.
  • Provides substantial input and feedback to information technology staff to request, develop, test, and implement improvements and enhancements to the DDS background check system database to ensure secure and efficient operations.
  • Serves as Unit liaison to the DDS Commissioner's Office relative to review of Criminal Offender Record Check (CORI) determinations.
  • Coordinates with Unit Supervisor relative to the development and implementation of audit procedures to verify and ensure hiring authority compliance with DDS fingerprint check obligations.
  • Provides general oversight, consultation, and training to junior-level Background Check Specialists relative to DDS background checks, the DDS background check database, and Unit policies and practices.
  • Developing and improving new-user onboarding/offboarding procedures for DDS' electronic Background Check System and providing advanced customer service support and troubleshooting to system users.
  • Participating as members of agency-wide teams or work groups to keep abreast of changes in department-wide procedures and systems to assess impact to Unit operations.

Preferred Qualifications:

  • Ability to maintain confidential information.
  • Ability to deal tactfully with others.
  • Ability to communicate clearly and effectively in oral and written expressions.
  • Ability to maintain accurate records.
  • Strong data-entry skills.
  • Ability to understand, explain and apply the laws, rules, regulation, policies, procedures, etc. governing assigned unit activities.
  • Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
  • Strong analytical and organizational skills.
  • Ability to follow written and oral instructions.
  • Ability to exercise sound judgment.
  • Ability to establish harmonious relationships with others.
  • Ability to work independently.
  • Substantial experience working with Microsoft Office applications, including Excel, Word, Adobe and related Office products.
  • Proven ability researching criminal history record information and court dockets, including public and private state and national databases and court filing systems.
  • Experience learning and adapting to new electronic systems and technologies.

Pre-Offer Process:

A criminal history 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 and click on "Information for Job Applicants."

Recommended candidates must successfully complete pre-employment screening which includes:

  • Disabled Persons Protection Commission (DPPC) Abuse Registry Search: https://www.mass.gov/info-details/dppc-abuser-registry
  • Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori
  • National Background Checks, Chapter 234 of the Acts of 2014, fingerprint-based national criminal background check.
  • https://www.mass.gov/lists/dds-fingerprint-background-checks

Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Education and license/certification information provided 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.

Please upload a cover letter and a resume for the Senior Background Check Specialist requisition.

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, 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.

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.


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