Program Coordinator I - Professional Standards Unit

Provides administrative support for the Professional Standards Unit Staff, to include creating, editing, storing, retrieving, and revising of Microsoft Word/Excel documents, to include letters, envelopes, memorandums, reports, forms, etc. Utilize copier/fax/scan, CD/DVD duplicator and other general office equipment. Process scan and enter all incoming correspondence into the communication database. Scan investigations and send via email to senior level staff. Scan and file all Professional Standards Unit documents into shared drive. Ability to provide documents, letters and forms as requested from various sources, provide telephone coverage, respond to inquiries via email in a timely manner, direct calls to the appropriate personnel, and track all incoming and outgoing correspondence; process all incoming mail daily. Research the internet for any information relating to active investigations. Assist in obtaining documentation for investigation purposes. Process Extension Requests. Close out Category I and Category II investigations in Investigations database, as needed. Monitor and track open investigations by keeping accurate records of all case assignments and time frames. Track final outcomes of Category II Investigations. Create databases and tracking mechanisms within the unit to track trends. Send investigations to the Division of Human Resources for appropriate action. The incumbent will also be tasked to perform various clerical duties to include scheduling and preparing materials for meetings and/or training, taking minutes of Professional Standards Unit meetings and filing. Conduct quarterly and annual investigation reports. Prepare executive summaries and letters for investigations, as needed. Conduct weekly payroll and overtime for the Professional Standards Unit. Enter overtime in the Overtime Tracking database. Research and respond to inquiries from the Division of Human Resources to check for pending investigations, etc. Track and document all court appearances and law enforcement interaction pertaining to pending investigations and disseminate relevant information to appropriate department divisions weekly. Assist all DOC divisions with investigation requests and run board of probation checks for the legal division, when needed. Transcribe interviews. Attends annual required training. Maintain a professional relationship with department staff, as well as outside law enforcement agencies. Update the Professional Standards Unit intranet homepage. Distribute monthly on call list. Create PowerPoint presentations for meetings, as needed. Exercise and maintain sound judgment and maintain confidentiality in handling all confidential material/information. Provide coverage for the Executive Assistant in his/her absence. Performs all other related duties as requested.

Special Requirements:

Based on assignment, possession of a current and valid Massachusetts Class 3 Motor Vehicle Operator's license may be required.

Knowledge of principles and practices of office management. Excellent typing and proofreading skills. Ability to follow directions, work independently and in a team setting. Ability to communicate effectively. Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence. Ability to use proper grammar, punctuation and spelling, ability to make recommendations, ability to multi-task and prioritize. Ability to prepare documents and reports accurately. Ability to follow guidelines and procedures. Working knowledge of PowerPoint, Microsoft Publisher, Excel, Word and database management. Possess organizational skills. Due to the nature of the position, the selected candidate must maintain the highest level of confidentiality.

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

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