What are the responsibilities and job description for the Community Grants Program Assistant Co-Op Fall 2025 position at Massachusetts Department of Transportation?
Position Summary
The Community Grants Group, situated in MassDOT’s Highway Division, operates seven distinct municipal funding programs:
- Chapter 90 Program
- Complete Streets Funding Program
- Local Bottleneck Reduction Program
- Municipal Pavement Program
- Municipal Small Bridge Program
- Shared Streets and Spaces Program
- Winter Recovery Assistance Program
Each of these programs provide communities with funding for various transportation related improvements such as sidewalks, bridges, or traffic lights. Funding is provided differently for the various programs; some programs are formula-based while others involve a competitive application process. Regardless of how funding is awarded, any municipality that receives funding from MassDOT is required to enter into a contract with MassDOT for the disbursement of the funding. The contract outlines how much funding is being provided, what the funding is for, and details the agreed upon terms of the work to be conducted. The Contract and Administrative Assistant Co-Op will assist with the responsibilities related to grant contracting, as well as with various administrative needs of the Community Grants Group.
Duties and Responsibilities
Contracting
- Assist with the development of contract paperwork for grant awards
- Obtain signatures from municipalities and MassDOT staff on contract paperwork via email or Adobe E-Sign
- Provide completed contract packages to the MassDOT Consultant Contracts Group for processing
- Track progress of contracts through Notice to Proceed until project completion
- Maintain accurate and organized files of contract paperwork in systems such as Microsoft OneDrive and SharePoint
- Monitor contract expiration to ensure an active project’s contract does not lapse
- Assist with contract close-out, such as ensuring grantees complete any required post-construction reporting or submit any required before and after project photos
Administrative
- Assist group members with outreach about available funding opportunities via email
- Aid in the creation of marketing materials for the funding programs
- Assist with preparing data and reports related to program success/spending
- Maintain and update master contact lists for all 351 Massachusetts municipalities
- Upload applications from various programs to SharePoint or Excel as needed
- Develop an interactive photo album displaying before and after photos for various grant programs
- Assist Grants Coordinators with ongoing projects as needed
Preferred Qualifications
- High proficiency in using Microsoft Office products including Outlook, Excel, Word, and PowerPoint
- Proficiency with Adobe Acrobat
- Familiarity with Microsoft Forms, OneDrive, and SharePoint
- Familiarity with Salesforce
About MassDOT
The 4,000 employees of Massachusetts Department of Transportation (MassDOT) takes great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.
MassDOT’s divisions include: Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.
Minimum Entrance Requirements
This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.
Current MassDOT employees should use their internal MassCareers account to apply.
All job applications must be submitted online through MassCareers to be considered.
Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.
- For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us..
- For general questions regarding MassDOT, call the Human Resources Service Center at 857-368-4722.
- For a disability‐related reasonable accommodation or alternative application method, call call ADA Coordinator, Lucy Bayard, at 857-274-1935
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.
