What are the responsibilities and job description for the Administrative Services Coordinator position at DMR-Central Office-Field?
The Department of Developmental Services (DDS) is seeking a highly motivated administrative professional to serve as Administrative Services Coordinator responsible to perform duties as an administrative liaison between the DDS Investigation Division, the Disabled Persons Protection Commission (DPPC), and the Executive Office of Elder Affairs (EOEA) and responds to all inter and intra-agency inquiries appropriately and in a timely manner.
The Administrative Services Coordinator ensures the timely daily review, uploading, and distribution of DPPC intakes to the corresponding DDS regional investigative offices (through email and the DDS investigations HCSIS database) and ensures that csv/pdf intakes and the daily intake verification count received from DPPC are maintained in a separate digital folder per calendar year. The incumbent of this position also receives records, and appropriately distributes from DPPC completed initial responses (IRs), investigation reports, case report addenda, and appeals/petitions for review.
The incumbent of this position will work as part of a team or independently on special projects as assigned by the Director and/or Deputy Director of Investigations.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
- Utilize the principles and practices of office management and general office equipment to perform assigned tasks
- Apply laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
- Read and interpret documents such as plans, specifications, blueprints, etc.
- Purchase supplies, materials and equipment
- Analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Give written and oral instructions in a precise, understandable manner.
- Gather information by examining records and documents.
- Perform arithmetical computations with speed and accuracy
- Maintain accurate records, use charts, graphs and tables.
- Establish rapport and maintain harmonious working relationships with others.
- Plan and assign work according to the nature of the job to be accomplished, the capabilities of workers and available resources
Required Qualifications:
- Knowledge of the principles and practices of office management and the use of general office equipment.
- Knowledge of the methods of general report writing and the ability to read and interpret documents such as plans, specifications, blueprints, etc.
- Ability to understand and apply laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities .
- Ability to understand and apply agency procedures and guidelines governing the purchase of supplies, materials and equipment.
- Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to gather information by examining records and documents.
- Ability to perform arithmetical computations with speed and accuracy
- Ability to maintain accurate records, use charts, graphs and tables.
- Ability to write concisely, express thoughts clearly and develop ideas in logical sequence.
- Ability to establish rapport and maintain harmonious working relationships with others.
- 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 views 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 commending or initiating disciplinary action.
About the Department of Developmental Services
The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.
For more information about our agency and programs visit: www.mass.gov/dds
Pre-Hire Process:
Recommended candidates must successfully complete pre-employment screening which includes:
- Disabled Persons Protection Commission (DPPC) Abuse Registry Search:
https://www.mass.gov/info-details/dppc-abuser-registry
- Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services.
http://www.mass.gov/hhs/cori
- National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check.
https://www.mass.gov/lists/dds-fingerprint-background-checks
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.
Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.
For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
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 experience in one or multiple areas of the following, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.
Incumbents may be required to possess a current and valid motor vehicle driver's license at a class level specific to assignment.
Substitutions:
I. An Associate's degree with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for one (1) year of the required experience.
II. A Bachelor's degree or higher in with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for two years of the required experience.
Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.
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.
Official Title: Administrative Services Coord
Primary Location: United States-Massachusetts-Springfield- 1 Federal Street
Job: Administrative Services
Agency: Department of Developmental Services
Schedule: Full-time
Shift: Day
Job Posting: Apr 2, 2025, 11:58:54 AM
Number of Openings: 1
Salary: 63,031.80 - 90,713.48 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Christina Hyppolite / Christina.R.Hyppolite@mass.gov - 8572835830
Bargaining Unit: 06-NAGE - Professional Admin.
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: Yes