Administrative Coordinator

Administrative Coordinator

The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts' environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family. The Massachusetts Department of Environmental Protection (MassDEP) is the state agency responsible for ensuring clean air, land, and water. Our work impacts every aspect of people's lives and is critical to the health and wellbeing of our residents and visitors. MassDEP is the lead agency for safe management of toxic and hazardous materials, promotion of waste reduction and recycling, preservation of the state's wetlands and coastal resources, air quality monitoring and pollution reduction, and so much more.

MassDEP's Bureau of Water Resources is seeking applicants for the position of Program Coordinator III (PC III). This position is assigned to the Bureau of Water Resources (BWR) in the MassDEP's headquarters Boston Office. Under the supervision of the Program Manager, this position will actively develop and coordinate the BWR Internet presence; manage records such as QAPPs, SOPs, policies, and records requests; support accessibility efforts; and provide BWR program support, as needed. This full-time position is based in MassDEP's Boston Office, located at 100 Cambridge Street, Boston, MA. A hybrid schedule may be offered.

Duties include, but are not limited to, the following:

• Coordinate and support responses to records requests as BWR Public Records Act contact
• Maintain familiarity with all aspects of the Massachusetts Public Requests Act request process
• Attend and contribute to regular records management meetings as held
• Record and identify all requests that come to the Bureau to determine type of request (routine/non-routine)
• Identify staff that should respond to records request and forward accordingly and follow-up
• Create a timeline for response to requests and follow up with emails/phone calls to appropriate staff
• Assure that all responses follow guidelines set forth in Standard Operating Procedure for Public Requests Act requests
• Provide good faith fee estimates when appropriate to public requestors
• Coordinate providing requested records from Boston to regional BWR offices
• Provide notification and updates on key non-routine requests to BWR Assistant Commissioner
• Monitor, maintain, and improve BWR's web development
• Monitor, maintain, and update BWR's web content daily
• Consult with BWR web strategist and Boston and Regional BWR program directors on site updates and additions to highlight content development
• Learn and develop skills with the new mass.gov web development tool (Drupal)
• Become familiar with template structure and provide guidance to program users on how to deliver content
• Actively engage in cross-bureau/agency/secretariat needs for web development and crossover content
• Using the new mass.gov guidelines, provide accurate, complete, and standard descriptions for program content
• Analyze content structure based on new Drupal templates within the new web tool and find opportunities for aggregating similar or related content under the new mass.gov topics and services model, proposing these solutions to BWR's Web Strategist and Municipal Partnerships and Government Affairs Office, and implementing all changes
• Attend web development group meetings as scheduled, provide notes of meetings as directed, and facilitate meetings as scheduled
• Attend portal training sessions and portal developers' meetings to learn and implement new publishing protocols as scheduled
• Ensure BWR's web content remains in compliance with accessibility requirements and assist in retrofitting BWR documents and webpages to meet accessibility standards
• Support the Bureau's Accessibility Efforts, Organize, and Maintain BWR Records
• Coordinate the Bureau's efforts to meet federal accessibility requirements for public-facing and internal documents, forms, and applications
• Help make Bureau forms and documents accessible, create accessible templates, and train BWR program staff
• Establish and manage SharePoint sites for essential BWR documents (e.g., Quality Assurance Project Plans (QAPPs), Standard Operating Procedures (SOPs), policies)
• Coordinate with BWR programs to ensure that document repositories have the latest versions of essential documents (QAPPs, SOPs, and policies) and manage repository access
• Provide timely information for the Commissioner's Office
• Assist the Bureau in tracking metrics for Commissioner's Office, such as Public Water Systems affected by PFAS contamination and their progress
• Coordinate with BWR programs to address information requests from the Commissioner's Office, contacting appropriate staff for information, editing their information into a single document, submitting to the Assistant Commissioner or designee for review, and responding within the required timeframe
• Attend regularly scheduled meetings with the Records Manager & Records Access Officer and provide guidance to the Bureau on file management
• Regulations
• Understand the process of updating regulations, including which documents to prepare and how to transmit them, and provide guidance about that process to BWR programs as they update regulations
• Assist the Bureau in tracking progress of regulations being updated; coordinate monthly with programs to gather information on progress
• Ensure that programs are using the correct forms when they prepare the regulations for draft and final review
• Ensure documents are saved in regulatory SharePoint platform
• Assist the Bureau in arranging public hearings for draft regulations, and publication of hearing notices in newspapers
• Other duties as assigned or needed
• Assist with user testing of applications on an as-needed basis
• Provide technical assistance to Department staff on general IT issues
• Provide general administrative functions as requested
• Distribute emails on EEA IT updates, and disseminates information related to maintenance and troubleshooting issues
• Provide technical assistance/outreach on various applications, including eDEP and public access tools

Preferred Qualifications:

• Familiar with specific software programs: Adobe Dreamweaver, Photoshop, Open-Source Web Developers tools (including Drupal), the MS Office Suite, and Adobe Acrobat Pro
• Can troubleshoot software and hardware problems
• Understanding of the differences in browsers used for web display and the ability to adjust web postings to display properly
• Ability to use cameras for still photos and video cameras to capture program trainings
• Knowledge of the daily operations for the Bureau's programs
• Knowledge of regulatory language
• Ability to work closely with Department staff on Commissioner initiatives
• Ability to prepare, proofread and correct complex documents
• Ability to meet a deadline
• Organized and able to maintain records in organized manner
• Ability to work with a number of people and maintain professional demeanor
• Ability to communicate clearly
• Self-motivated and shows initiative

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