Job Description

　　The Department of Conservation and Recreation (DCR) manages one of the largest and most diverse state parks systems in the nation and protects and enhances natural resources and outdoor recreational opportunities throughout Massachusetts. DCR is a dynamic agency and is one of the largest park systems in the nation. The DCR system includes over 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, golf courses, skating rinks, trails, and parkways. The Department of Conservation and Recreation seeks applicants for the position of Business Management Coordinator (Program Coordinator III) located at 10 Park Plaza, Boston, MA. Please submit a cover letter and resume as part of the application process.

　　GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

　　The Business Management Coordinator (Program Coordinator III) plays a critical role in supporting the Division of Design and Engineering and strengthening its overall administrative operations by coordinating various office management, personnel and fiscal related duties for the Division of Design and Engineering. The position reports to the Deputy Chief for Strategic Operations and provides assistance and advice, reviews and analyzes data and information concerning Design and Engineering programs; provides technical assistance and advice to staff and other DCR personnel: responds to inquires; and maintains liaison relationships with various staff, departments and agencies.

　　The Business Management Coordinator is responsible for the development, implementation and maintenance of Design and Engineering business practices. The basic purpose of this work is to coordinate, monitor, develop and implement programs for the division.

　　DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

　　Coordinates various office management, personnel and fiscal related duties for the Division of Design and Engineering.

　　Supervises division administrative staff and ensures the team has the resources, training and tools to perform their jobs. Coordinate all division invoices for capital, operating and trust spending. Trouble shoot problems with payments and communicate with Design and Engineering personnel regarding the status of their submitted invoices. Maintain a tracking system for all invoices and works in close coordination with the Finance Accounts Manager. Coordinate all staff reimbursement requests including travel and trainings. Support the DCR Capital Docket process by monitoring email account, entering submissions into docket tracking log, reviewing all submissions for proper form and confirming that Project Numbers and Program and Phase codes are correct. Maintain an electronic filing system of docket submissions. Assist the Deputy Chief for Strategic Operations with coordinating responses for information within established deadlines. Track and organize missing responses and place all responses in a designated one drive, share point or other electronic location. Compile annual accomplishments and prepare Division annual report. Serve as a Liaison with EEA IT, EEA HR, and DCR Legal, Administration & Finance, Legislative Affairs to support division staff and projects as needed. Receive, log, review for completeness all Design and Engineering technology requests including computers, software and cell phones. Communicate with Finance and IT on the status of these requests and provide updates to individuals and their managers making the requests. Collaborate with Deputy Chiefs to implement a standardized Division-wide electronic file management system. Assist Chief and Deputy Chiefs with crisis management for related projects and inquiries. Coordinate the hiring process for full time and seasonal staff assigned to the Division ensuring the process is completed in collaboration with EOEEA Human Resources and in accordance with Human Resources protocols through MassCareers for full-time employment. Tracks status of positions through the hiring process, coordinates interviews, and provides selected candidates with on boarding information including ID needs, purchase and installation of software needs and trainings. Works with Chief and Deputy Chiefs on hiring, succession and recruitment planning for the division. Maintain a digital library of contracts with specifications and details for staff to reference, contractor evaluations and other division standards and policies.Maintain division org chart, distribution lists, phone tree and sharepoint documents and information for staff resources. Coordinates the Employee Performance Review System (EPRS) for division staff and ensures compliance and that forms are completed and submitted to EEA Human Resources according to Department standards. Responds to inquiries from Department staff and others in order to provide information concerning assigned agency programs. Attend meetings at the request of the Chief, take and disseminate notes and follow up on action items. Performs other duties as assigned.

　　Preferred Qualifications:

　　Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

　　Knowledge of and familiarity with working with MMARS and MassCareers.

　　Knowledge of databases including data entry, building and executing queries.

　　Knowledge of computer related skills: Microsoft Excel, Microsoft Word, Microsoft Access.

　　Ability to work in a multi-faceted, fast paced team environment.

　　Ability to be a self-starter, working with minimal supervision.

　　Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts.

　　Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations.

　　Ability to gather information through questioning individuals and by examining records and documents.

　　Ability to determine proper format and procedures for assembling items of information.

　　Ability to maintain accurate records.

　　Ability to prepare various reports.

　　Ability to communicate effectively in written and oral expression.

　　Ability to deal tactfully with others.

　　Ability to establish and maintain harmonious working relationships with others.

　　Ability to exercise sound judgment.

　　Ability to exercise discretion in handling confidential information.

　　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) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 (A) experience.

　　II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) 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 (A) experience.

　　Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

　　NOTE: No substitutions will be permitted for the required (B) 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.