What are the responsibilities and job description for the Program Coordinator I position at DMR-Western Region?
The Department of Developmental Services (DDS) is seeking a mission-driven and dedicated individual to fill the role of Support Services Coordinator for the Commonwealth Community Services (CCS) in the Central/West Region of the Commonwealth. In this role the selected candidate will provide support services in the areas such as purchasing, vehicles, inventory, home maintenance and MAP. Additionally, the Support Services Coordinator will provide administrative and operational support, and track and maintain key information for the Administrative Office including the Director of CSS.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
State Owned/Leased Vehicles
- Obtain, update, and prepare monthly status reports on each vehicle including mileage and condition.
- assist in the development and monitoring of a tracking system for vehicle maintenance as well as obtaining and dispensing gas cards.
- Serve as a liaison with the Central/West Business Office, coordinate, obtain and dead-line vehicles with OVM and the residences.
- Develop yearly replacement vehicle proposals, recommend vehicle deployment and update current vehicle status.
- Assist in identifying, developing, and coordinating policies and procedures affecting vehicles, including accidents, maintenance, repair, dead-lining and purchases.
- Train staff in policies and procedures related to vehicles including conducting road training for newly hired staff.
- Act as the point person to residences regarding all vehicle business, track vehicle repair costs as necessary, assist in providing alternate transportation when vehicles are down and attends National Safety Council Training.
Inventory
- Assist with the development of an inventory control system, policies, and procedures in conjunction with appropriate Regional and CCS staff.
- Assist with the development and implementation of a regular monitoring system for both personal and state equipment per state requirements.
- Monitor the implementation of the system and provide feedback to the Director of CCS, and liaison with the Regional Office on all inventory control matters.
- Maintain and update PPE inventory and distribution to CCS homes while ensuring proper communication with the Director, PD’s, and RS’s.
- Update as needed inventory of all state-owned lifts assigned to CCS residences and the ATC shop as well as communicating with PT’s and the Director to deploy lifts.
- Communicate with PD and RS to identify broken and surplus state-owned property that is stored in sheds and basements and coordinate the removal of all items per DDS/Central/West procedures.
Training
- Assist with the coordination of training for new employees and other trainings as identified including transportation and provide Part II RS training for newly hired/promoted RS personnel.
Office Safety
- Function as the CCS liaison with the Regional Office and Building Landlord for all safety issues identified and conducts annual walk-through.
Housing Services
- Assist the Director and PD with housing issues in state owned, housing authority and DCAM lease properties.
- Conduct at least one Home Safeguard review of every residence in CCS, coordinate schedule of visits with each PD, utilize the forms/audit tool developed by PD, and provide feedback to PD and RS as needed.
- Assist Business Office in coordinating the yearly servicing of fire extinguishers in the homes and wheelchair vans.
MAP Registration
- Complete and tracks MAP registrations for all CCS homes, and submit completed applications.
- Maintain and update listing of CCS home contact information, obtain signatures, scans, and submit all relative documentation required and ensures MAP registration is provided to appropriate home, MAP auditor, RN-V, RS, RN, PD.
Required Qualifications:
- Demonstrated language skills that allow for two-way communication as well as the ability to follow written and oral instructions.
- Proficiency in gathering information through observation and questioning individuals, examining records and documents, maintain confidentiality and overall discretion.
- Ability to write clearly and concisely, expressing thoughts clearly and developing ideas in logical sequence.
- Capacity to interact with people who are under physical and/or emotional stress, maintain a calm manner in stressful or emergency situations and the ability to exercise sound judgement.
- Documented experience work in a team setting, group situations as well as individually through remote work technology.
- Ability to establish rapport and deal tactfully with persons from varied ethnic, cultural, or economic backgrounds.
- Aptitude to understand, apply and explain the laws, rules, regulations, procedures, guidelines, and policies governing assigned unit activities.
- High level of Sensitivity to the feelings of persons who are developmentally disabled including the knowledge of abnormal behavior symptoms and patterns.
- Understanding of training methods and techniques and the ability to conduct trainings.
- Proficient in Microsoft Office software, as well as remote works software such as Zoom, WebEx and Microsoft Teams.
This position is located in Northampton, MA
About the Department of Developmental Services:
For more information about our agency and programs visit: www.mass.gov/dds
Pre-Hire Process:
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.
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 ADA Reasonable Accommodation Online Request Form.
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.
First consideration will be given to those applicants that apply within the first 14 days.
- 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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