Job Description
The new address of this position will be 1 Federal Street, Boston, MA 02110 in 2025.
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 School Education (OS).
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.
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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 III ("PC III") is responsibile for leading and managing a team that provides adminsitrative support to the boards and the respective subcomittees housed with the Division of Occupational Licensure's Public Safety Boards Unit ("Unit"). This includes: the Board of Building Regulations and Standards ("BBRS") and its subcommittees and technical advisory committees; the Building Official Certification Committee ("BOCC"); the Recreational Tramway Board; and the Regulated Activities Division. The PC III is central to the administration of the Unit and its staff, as well as other DOL staff, licensees, and the public.
The PC III works closely with the Executive Director of the Public Safety Unit to carry out each board's missions. Knowledge of the building industry, building codes, energy codes, fire codes, climate resilincy planning or other related topics will be very helpful in this position. The PC III will ensure board packets and agendas are prepared and distributed in accordance with established deadlines and without error; attends board meetings and subcommittee meetings and ensures staff is present at board meetings to take meeting minutes and provide drafts for review and approval at subsquent meetings; ensuring all correspondence and follow-up items from board meetings are completed within Unit timelines; assisting with Unit projects and internal audits; and providing general and detailed administrative and clerical support, including data entry, scanning, and mail sorting. The PC III is expected to maintain their own workload to carry out each board's mission. The PC III may perform other duties, as assigned, based on the operational needs of the Agency.
The PC III, under the supervision of the Executive Director, will provide job training and orientation for Unit staff, ensuring cross training exists between all assigned Boards. This training will also cover the following topics: administrative procedures and techniques, how to research regulations, policies and laws, and workflow simplification methods. The PC III will partner, collaborate and work closely with the Building and Engineering Department to ensure board matters are communicated to relevant internal stakeholders.
The PC III's assigned work and programs, may be changed or re-assigned at any time, based on the operational needs of the Agency.
Duties and Responsibilities: (these duties are a general summary and not all inclusive)
- Oversee and monitor the Office Support Specialist(s) assigned to the team, and ensure they have sufficient direction on work assignments, including board packets and agendas, meeting minutes, board correspondence, and consumer inquiries.
- Oversee and monitor all customer inquiries made to the Public Safety Boards Unit by phone, email, or mail ensuring inquiries are assigned and routed to appropriate DOL staff for timely response.
- Oversee and monitor all staff responses to requests made pursuant to the Public Records Law and Fair Information Practices Act and assist DOL's public records unit with filling these requests.
- Assist the Executive Director on all inquiries from the Director of External Affairs and the OCA Legislative Liaison regarding responses to inquiries from the Governor's Office, the Legislature, other agencies, complaining parties, licensees, and others regarding all Public Safety Boards Unit matters.
- Ensure board meeting packets and agendas are prepared and approved for timely distribution of materials to board members as well as timely posting of board agendas and notices to comply with Open Meeting Law requirements.
- Prepare detailed minutes related to technical topics such as building codes and regulations and pertinent subjects that relate to building codes such as: energy, climate, manufactured housing and more.
- Ensure staff are present at all Bnit meetings to take meeting minutes. Prepares and reviews draft meeting minutes for completeness, accuracy, and content within Unit timelines.
- Ensure the timely posting of approved minutes on the relevant board's public website.
- Ensure all correspondence and follow-up items from board meetings are completed within Unit timelines.
- Gather information and prepare documents for Unit projects, internal audits, and other initiatives.
- Develop and implement standards to be used in program monitoring and/or evaluation.
- Confer with management staff and others in order to provide information concerning program implementation, evaluation, and monitoring and to define the purpose and scope of proposed programs.
- Evaluate program activities to determine progress and effectiveness and to make recommendations concerning changes as needed.
- Provide general administrative support to the Executive Director, including data entry, scanning, copying, and other administrative support.
- Maintain files and records of complaints, correspondence, electronic records, and telephonic responses/inquiries.
- Maintain lists and records of proposed code/regulation changes for the boards.
Preferred Knowledge, Skills, and Abilities:
- Knowledge of the regulatory process.
- Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
- Knowledge of work simplification methods.
- Knowledge of the methods used in the preparation of charts, graphs and tables.
- Knowledge of the methods of general report writing.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to gather information by examining records and documents and by questioning individuals.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to maintain accurate records.
- Ability to prepare and use charts, graphs and tables.
- Ability to prepare general reports.
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
- Ability to follow written and oral instructions.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to communicate effectively in oral expression.
- 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.
- Ability to establish rapport with others.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to deal tactfully with others.
- Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Ability to operate a motor vehicle to throughout the Commonwealth to attend meetings, trainings, and other events as assigned. Must possess an active Massachusetts or reciprocal State driver's license in good standing, and access to an automobile.
- Knowledge of the principles, practices and techniques of supervision.
- Proficient in Adobe Acrobat and Microsoft Office Suite - Word, Excel, PowerPoint and the ability to compose and format reports in these formats.
- Strong organizational skills and the ability to effectively manage multiple assignments, prioritize tasks, and follow through to completion.
- Experience composing letters, reports, documents and schedules.
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) 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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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.