Job Description

　　About the Organization:

　　The Division of Occupational Licensure (DOL), an agency within the Office of Consumer Affairs and Business Regulation (OCABR), protects consumers by making sure the professionals they hire comply with state licensing laws. DOL oversees 26 boards of registration, which license and regulate more than 500,000 individuals and businesses to practice over 100 trades and professions. DOL also licenses and regulates the Office of Public Safety and Inspections (OPSI), and the Office of Private Occupational Schools.

　　The mission of DOL is to protect the public health, safety and welfare by licensing qualified individuals and businesses to provide services to consumers. In addition, it is the duty of the DOL to ensure fair and consistent enforcement of the licensing laws and regulations. DOL seeks to promote consumer protection, a fair and competitive marketplace, and education and outreach.

　　The Division of Occupational Licensure is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Occupational Licensure values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

　　The Division of Occupational Licensure is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

　　About the Role:

　　The Program Coordinator II (PC II) shall be responsible for the proper administration of procedures relating to the Office of Public Safety and Inspections (OPSI), Building and Engineering Division, software systems, managing data, permits, inspections, and general office duties as assigned.

　　The PC II shall be responsible for both paper and online processing of building permit applications and Certificate of Inspection requests as well as assigning building permit application reviews and related administrative tasks for the Building and Engineering Division. The PC II will assist, as directed, with other areas that fall within OPSI as well, including the manufactured building program, the amusement program, the Building Official Certification Committee (BOCC), and other tasks that fall broadly within the OPSI unit.

　　The PC II shall receive and process all materials and data related to the listed programs and, as appropriate, shall maintain hard files and electronic files relating to each program.

　　The PC II shall work closely with all program participants, including manufacturers, Third Party Inspection Agents (TPIAs), as well as the Chief and Assistant Chief of Inspections, municipal and state building inspectors, and other Office of Public Safety Inspection (OPSI) and Board of Building Regulation and Standards (BBRS) staff and shall provide administrative guidance to program participants and other interested parties as required.

　　The PC II may receive complaints for the manufactured buildings program, Building and Engineering Division, and amusement program and forward them to the appropriate recipients.

　　The PC II shall generate and deliver reports relating to the building permit, Certificate of Inspection, amusement, Building and Engineering, and manufactured buildings program activities and other areas of OPSI as requested.

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

　　Receive, process, electronically or otherwise store all materials relating to the Building and Engineering Division including but not limited to: label requests, third party inspection reports, first time and renewal applications, amusement licenses, building permits and Certificates, and Engineering tasks.Receive and route electronically or otherwise store all complaints relating to the Building and Engineering Program, manufactured buildings program, and amusement program, as requested by Senior Staff. Perform the following duties for the manufactured buildings and Engineering program:Record data and assign complaint number in computer database.Schedule resultant hearings (if any) and maintain all resultant hard files.May be required to attend all hearings, coordinate any related hearing activities.Interact with and receive telephone calls and email correspondence for the Building and Engineer unit as instructed. Assist the public and DOL staff with inquiries, public records requests, retrieving data from software, and other databases as required.Communicate with and keep lines of communication clear with architects, engineers, DOL and BBRS staff and other program participants regarding program requirements and inquiries related to all OPSI programs.Provide on-the-job training and orientation for employees.Generate and deliver reports concerning assigned unit activities.Receive building and electrical permit applications for state-owned properties and assign the application to the Electrical Inspector and the OPSI Building Inspector assigned to the area where the project is located. Assist the DOL state inspectors with building permit applications, Certificates of Inspection applications and renewals, electrical applications and related paperwork, plans, and documents associated with the DOL's permitting system.Review all applications, hard-copy and electronic, for accuracy, and reject or request additional information as appropriate, in consultation with the appropriate OPSI Inspectors. Maintain updated permit information in the IPS database. This includes entering all data, when necessary, creating specific entries, sending to the correct inspector for review/approval and completing and sending permits and licenses to customer once approved. Scan documentation into the system. Also, provide support to users on the IPS system when requested.Perform general office duties, including but not limited to:File material such as correspondence, reports, applications, etc. in accordance with a prescribed classification system.Answer telephone calls, provide routine information concerning agency services and redirect calls as needed in accordance with established procedures. Maintain telephone and emails logs, as requested by management.Receive and distribute incoming mail, messages, packages, etc., to appropriate individuals.Operate office equipment such as copy machines, postage machines, fax machines, and computers.Review applications, documents, correspondence for accuracy and completeness, and consult with proper inspectors as needed for technical assistance in review.Maintain and provide information concerning topics such as meetings, schedules, appointments, and cancellations to appropriate individuals.Have solid skills using all Microsoft products and be proficient with computer functions to create documents such as letters, email, mail merges, spreadsheets and charts, lists and memoranda, and more.Record and post information using, for example, Constant Contact, to interested parties on such items as continuing education seminars, newsletters, spreadsheets, database records, or computer system information according to established procedures.Retrieve and respond to email inquiries.Collect and process checks received by mail in accordance with DOL's accounting policies.Confer with DOL staff to exchange information to coordinate efforts and to obtain information concerning DOL program and activities.Coordinate inspection schedules.

　　Preferred Knowledge, Skills, and Abilities:

　　Knowledge of the principles, practices and techniques of supervision.Ability to coordinate the efforts of subordinates in accomplishing assigned work objectives.Excellent customer service skills.Strong communication skills, both verbal and written.Strong planning, organizing, and coordinating skills.Detail oriented.Proficient with Microsoft Office applications including Access, Excel, Word, Outlook, PowerPoint, Teams.Based on assignment, possession of a current and valid Massachusetts Class 3 Motor Vehicle Operator's license may be required.

　　All applicants should attach a cover letter and resume to their online submission for this position.

　　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 (OR WILL BE UTILIZED FOR) PLACEMENT WITHIN THE SALARY RANGE.

　　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!

　　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.