Req # 230005QY – Program Coordinator III – DELS/WES – Lawrence

The Massachusetts Department of Environmental Protection (MassDEP) is the state agency responsible for ensuring clean air and water, the safe management of toxics and hazards, the recycling of solid and hazardous wastes, the timely cleanup of hazardous waste sites and spills, and the preservation of wetlands and coastal resources. MassDEP’s mission is to protect and enhance the Commonwealth’s natural resources – air, water, and land – to provide for the health, safety, and welfare of all people, and to ensure a clean and safe environment for future generations. In carrying out this mission, MassDEP commits to address and advance environmental justice and equity for all people of the Commonwealth; provide meaningful, inclusive opportunities for people to participate in agency decisions that affect their lives; and ensure a diverse workforce that reflects the communities we serve.

MassDEP seeks qualified experienced applicants for the position of Program Coordinator III in the Division of Environmental Laboratory Sciences (DELS) – Senator William X. Wall Experiment Station (WES) within the Bureau of Planning and Evaluation (BPE). DELS serves as the state principal drinking water laboratory as required for primacy under the Federal Safe Drinking Water Act. DELS programs generate scientific information/data from the laboratory analysis of environmental samples and other activities that directly support MassDEP’s mission to protect human health and environmental quality and serve as critical links in the state’s disaster and homeland security preparedness efforts.

This position will be based in MassDEP’s historic Senator William X. Wall Experiment Station located at 37 Shattuck Street, Lawrence, MA (Massachusetts’ state environmental laboratory facility). Under the supervision of the DELS-WES Deputy Director of Administration (including Fiscal and Facilities Manager), duties for the Program Coordinator III include, but are not limited to, the following:

1. Functioning as the administrative coordinator to the Deputy Director of Administration.
2. Performing, according to standard procedures, complex duties requiring a high degree of decision making and thorough knowledge of the functions of MassDEP and DELS-WES Laboratories and Programs, and of program coordination.
3. Functioning as the primary WES receptionist and coordinator of WES shipping-and-receiving operations.
4. Answering incoming calls and directing callers to the appropriate WES staff; taking accurate messages, as necessary.
5. Greeting visitors in a professional manner and directing them to the appropriate WES staff.
6. Answering inquiries and providing routine information on WES laboratory programs.
7. Coordinating and ordering laboratory supplies & equipment for DELS-WES production laboratories and Laboratory Certification Program, including direct contact with vendors.
8. Using extensively, requiring thorough knowledge of the Commonwealth statewide contracts.
9. Reviewing and login travel expense vouchers submitted by DELS-WES staff.
10. Coordinating the management of the DELS-WES one fleet vehicle, including maintenance and yearly inspection.
11. Filing monthly vehicle reports for the DELS-WES vehicle.
12. Assisting DELS-WES Deputy Director of Administration performing routine financial duties.
13. Photocopying, scanning, and filing invoices, packing slips, and other documents.
14. Uploading to SharePoint payment documents as directed by agency fiscal management.
15. Utilizing the Massachusetts Management and Reporting System (MMARS) to review and enter vendor payments and other relevant information necessary for procurements.
16. Utilizing routinely the Commonwealth’s procurement solicitation system, Commbuys.
17. Maintaining photocopier, fax, and printers, including stocking supplies, scheduling service calls, and ensuring effective operation.
18. Stocking and maintaining inventory of office supplies; ordering office supplies as needed by staff.
19. Preparing, updating, and printing weekly DELS-WES staff sign-in/attendance sheets.
20. Coordinating with other staff the scheduling of meetings and notifying participants.
21. Shipping and receiving packages, certified and overnight mail, and other items at the WES front office, as well as larger packages and compressed gases delivered to the WES shipping-and-receiving facility.
22. Notifying appropriate WES staff of packages, and certified and overnight mail received.
23. Sorting all incoming U.S. mail and processing outgoing mail, includes labeling and processing through the postage meter.
24. Performing tasks related to the implementation and maintenance of the WES Environmental Management System (EMS), including data entry/tracking of utilities.

Preferred Qualifications at Hire:

1. A bachelor’s or graduate degree with a major in business administration, business management or public administration.
2. Four (4) or more years of experience in the coordination of public agency programs and of which at least one year must have been in a supervisory capacity.
3. Excellent oral and written communication skills; and extensive program coordination knowledge.
4. Excellent organizational, financial, budgeting, and procurement skills.
5. Knowledge of and experience with personal computers and associated software (i.e., MS Windows, Word, Excel, etc.), and with other office equipment (e.g., automated telephone systems, mail machines, photocopiers, scanners, printers, etc.).
6. Knowledge of and experience with data entry and data analysis using various software (e.g., MS Access or Oracle).
7. Knowledge of and experience interacting with cloud-based software using different browsers, including MS Edge and Google Chrome.
8. Knowledge of and experience with general clerical office practices and procedures, including office record keeping, correspondence control, etc.
9. Ability to maintain accurate records.
10. Ability to assemble items of information in accordance with established procedures.
11. Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence.
12. Knowledge of and experience working with MMARS.
13. Knowledge of and experience working with Commbuys.
14. Ability to work independently and as a team member.
15. Ability to adjust to varying or changing situations to meet organizational needs.
16. Ability to establish and maintain harmonious and productive working relationships with others.

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.

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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.