What are the responsibilities and job description for the Program Coordinator I position at DCR - Administration?
Who We Are:
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. Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition.
Who We Are as an Employer:
At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents.
Agency Description:
The Department of Conservation and Recreation’s mission is to protect, promote and enhance our common wealth of natural, cultural and recreational resources for the well-being of all. The DCR is steward to one of the largest and most diverse state parks systems in the nation which includes more than 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, skating rinks, trails, golf courses and parkways. DCR strives to be an exemplary leader in conservation and recreation. DCR’s staff is passionate, dedicated, and continuously employs best practices that are informed by expertise, and creates a sense of place through carrying out the mission.
Job Opening:
The Department of Conservation and Recreation, seeks applicants for a Program Coordinator I to perform the following duties:
Please submit a cover letter and resume.
About Administration and Finance: Supporting an agency as dynamic as DCR requires an equally dynamic team in Administration and Finance. With fiscal responsibilities that cross all aspects of the agency, DCR’s Administration and Finance team supports DCR in achieving its mission and core principles while remaining fiscally responsible with valued taxpayer dollars.
General Statement of Duties and Responsibilities
The Program Coordinator I will oversee the functions of the mailroom, provide back up to Community Relations, and perform administrative duties for the Department of Conservation and Recreation’s Administrative Services Division. The Program Coordinator I will manage the workplace reservations system, building engines and visitor scheduling, and be a point of contact for EEA facilities and building management. This position will report to 10 Park Plaza Monday through Friday and is not eligible for hybrid work.
Detailed Statement of Duties and Responsibilities
- Manage the DCR Mailroom and Reproduction Center, 10 Park Plaza: Receives and inspects detailed copy requests from agency personnel for accuracy and overall quality. Fills requests per the detailed specifications and delivers the finished product. Develops and implements active computer filing system of jobs completed.
- Equipment Management: Serves as liaison with equipment vendors as to leasing-purchase and repairs of high tech laser printers and postage machines. Inspects, maintains, and operates all equipment in the reproduction/mail center including the high tech laser printing equipment, binding machines, postage machine, heavy duty floor style cutter, folding machine, laminator, and shredder.
- Process Incoming and Outgoing Mail: Oversees the distribution of incoming mail to appropriate employee. Weighs and applies the appropriate postage to assorted envelopes and packages being mindful of the cost effectiveness for the agency. Maintains adequate funding for U.S. postal meter. Monitors and prepares monthly postage reports.
- Inventory Management: Responsible for the following inventories but not limited to: copy center supplies, office supplies, kitchen supplies, cleaning and disinfecting supplies, miscellaneous items such as cardholders, lanyards, etc. and the management of offsite meeting supplies.
- Records Management: Support various aspects of the agency's paper file management initiatives. These activities encompass the classification, physical organization, inventorying, reduction, preparation of materials for offsite storage, and handling paper files in preparation of digitization efforts. The PCI will coordinate the retrieval and return of boxes between DCR employees and facilities staff and will assist with paper downsizing process; and will be responsible to help implement continuity programs to reduce or eliminate in office records storage through appropriate destruction, off-site storage, or digitization of records, as defined in 950-CMR 32.02, in compliance with applicable federal and state laws, regulations and policies governing public record, record retention schedules, IT security, and personal identifiable information personal identifiable information.
- DCR Reservation System Administrator: The Reservation System is the Executive Branch scheduling solution for employees to reserve workspaces such as: workstations, shared offices, conference rooms, huddle rooms and wellness room for in-person use.
- Utilizes Building Management Software to manage visitors and submit work orders for services required for Janitorial, Pest Management, Electrical, HVAC, Plumbing, Restrooms, physical repairs of the DCR occupied spaces and adjacent common areas as assigned.
- Handling Emergencies: Trained to respond to emergencies, Responsible for contacting and guiding the appropriate emergency response teams through the space. Provide emergency response teams with agency daily roster. Providing Information: Knowledgeable about the organization's services, products, and facilities. They may provide information to guests, visitors, or constituents and assist with inquiries. Incumbent will also play an important role in guiding vendors through our spaces as needed and coordinating access to spaces and/or areas between vendors and employees as required.
- Administrative Support: Review, analyze, and prepare reports related to the daily operations of 10 Park Plaza as assigned by the Director of Administrative Services.
- Maintaining a Clean and Organized Work Area: Keeps common areas tidy and organized, creating a professional and welcoming environment. Ensure 6th Floor conference rooms are setup and ready for meetings. Assist with the coordination of technology for in person and hybrid meetings.
- EEA IT and Facilities Point of Contact: Responsible for documenting and following up with EEA Facilities and IT as needed to improve processes and resolve building issues and facility related service desk requests including copiers/printers, televisions, and audiovisual issues in shared spaces.
- Community Relations: Serves as back up for Community Relations to include greeting and welcoming guests as the first point of contact for visitors, constituents, and the public and managing incoming calls and messages. Perform other related duties as assigned.
Preferred Qualifications:
- Ability to follow detailed written and oral instructions
- Ability to maintain accurate records
- Ability to operate and maintain varied office equipment
- Ability to determine proper format and procedures
- Ability to properly handle documents containing person identifiable information
- Computer skills: Must be proficient in Office 365, and Adobe, Knowledge of Smartsheet, SharePoint, Building Engines software preferred or willingness to learn.
- Communication Skills: Excellent verbal and written communication to interact with visitors, customers, and employees.
- Problem-Solving Skills: Ability to resolve issues quickly and efficiently is important.
- Dependability: Flexible and punctual as they play a key role in the smooth operation of daily operations at 10 Park Plaza.
- Multitasking: Needs to handle multiple tasks simultaneously,
- Customer Service: Excellent customer service is a key responsibility, requiring employee to be courteous, patient, and helpful in addressing the needs of employees, vendors, EEA partners, and visitors.
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) two 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 or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. 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.
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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.