Program Coordinator I - Records/Administrative Services

Commonwealth of Massachusetts; Bedford (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Commonwealth of Massachusetts seeks a Program Coordinator I for the Military Division. Responsibilities include overseeing records management, mail operations, and providing administrative support. The ideal candidate must possess strong organizational and communication skills, as well as experience with Microsoft Office Suite.

Benefits

Comprehensive employee benefits package

Potential hybrid work schedule

Qualifications

• Two years of full-time professional experience in program management or coordination.
• Strong digital and physical organizational skills.
• Ability to manage correspondence, and phone/email communications.

Responsibilities

• Develop and implement records management policies.
• Manage and monitor records retention schedules.
• Operate electronic postal processing equipment for outgoing mail.

Skills

Customer Service Orientation

Organizational Skills

Communication Skills

Problem-Solving Ability

Attention to Detail

Education

Bachelor's Degree in Business Administration or related field

Tools

Microsoft Office Suite

MS Sharepoint

Job description

An Official website of the Commonwealth of Massachusetts

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Job Description - Program Coordinator I - Records/Administrative Services (250005A9)

Job Description

Description

The Military Division (Massachusetts National Guard) is seeking a professional for the role of Program Coordinator I in Administrative Services-JFHQ MA. The selected candidate for this role will be responsible for preforming Mail Management, Printing, Publications, Forms and Policy Management, Records Management and additional Administrative Support Serve Functions and Customer Service Roles. This integral role requires (list attributes of the potential candidate and ensures the needs of the Military Division are met.

Strong digital and physical organizational skills. The ability to write concisely, prepare and manage correspondence, answer phones and emails accordingly. The ability to work both independently and as a member of a team. As a member of the Administrative Services team, it is our job to provide comprehensive guidance, direction, and operational assistance in publications and forms management, print services, records management, and postal operations. We are dedicated to ensuring efficiency, accuracy, and excellence in all administrative services supporting the MANG communication and documentation needs with integrity and professionalism. Through innovative solutions and a commitment to quality, we aim to facilitate seamless processes, enhance productivity, and uphold the highest standards of service.

The ideal candidate will have experience with Microsoft Office Suite applications, especially MS Sharepoint. They will have strong communication, organization skills and customer service experience.

Duties and Responsibilities (these duties are a general summary and not all-inclusive)

Records Management:

• Develop and implement records management policies and procedures for the Massachusetts Army National Guard.
• Ensure compliance with legal, regulatory, and organizational requirements.
• Manage physical and digital records, including scanning, archiving, and indexing.
• Monitor records retention schedules and oversee secure disposal of outdated records.
• Assist Massachusetts Army National Guard personnel with locating and retrieving records efficiently.
• Conduct training sessions for Massachusetts Army National Guard personnel on proper records management.
• Meets all National Archives records requirements, utilizes electronic repository systems as necessary.
• Coordinates all aspects of records lifecycle from collection to destruction.
• Assists Records Manager when required.

Mail Management:

• Operates electronic postal processing equipment for outgoing mail on a daily basis.
• Ships packages by other commercial vendors as required to support mail missions.
• Electronically captures accounting data for management reports on numerous accounts via data inputs per parcel mailed or shipped.
• Spot checks all outgoing mail to ensure authority, proper postage based on contents and weight, etc.

Printing:

• Determines appropriate print source utilizing mandatory sources including in-house multifunction devices and partnering organizations.
• Maintain communications with outside sources and vendors and ensure proper usage as regulations and guidance changes.
• Ensure proper levels of supplies on hand for printing in house and proper functionality of device.

Publications, Forms and Policy Management:

• Manages subordinate publications accounts.
• Serves as liaison to partner organizations, orders, receives, tracks and coordinates requests and account maintenance.
• Maintains organized file systems for publications and records control. Coordinates Publications Control Policy including all state guidance, numbering, approvals, vetting, distributing and archiving.
• Tracks and Reports Installation Status Reports and other metrics on department performance on scheduled basis.
• Utilizes Phone and Email for fielding requests for Administrative Support Service Functions and customer service roles. Provides additional administrative support as required.

ABOUT OUR AGENCY

The Massachusetts Guard has a unique dual mission, with both federal and state responsibilities. During peacetime, Guard forces are commanded by the Governor through the State Adjutant General. The Governor can call the Guard into action during local or state-wide emergencies, such as storms, floods, blizzards, and civil disturbances. In addition, the President of the United States can activate the Massachusetts National Guard to participate in federal missions. The Massachusetts National Guard's mission is to be trained and ready to provide units that can mobilize for any contingency, at home or abroad. The Massachusetts National Guard consists of both the Massachusetts Army National Guard and the Massachusetts Air National Guard. We are composed of full-time and part-time Soldiers and Airmen, as well as civilians, who together serve the Commonwealth and country.

Qualifications

Desired and Essential Skills

• Sharepoint Management
• Records Management
• Customer Service Orientation
• Strong digital and physical organizational skills.
• Ability to gather information by examining documents.
• Ability to write concisely, prepare and manage correspondence, answer phones and emails accordingly.
• Knowledge of metrics collection, preparation and reporting. Knowledge of the methods of general report writing.
• Knowledge of the principles and practices of planning, forecasting and organizational development.
• Ability to manage entire projects, including planning and assigning work to be accomplished, controlling resources, reviewing progress, and articulating training requirements and arranging meetings.
• Knowledge of the laws, rules, and regulations of mail and postage management, publishing and printing is a plus.
• Knowledge of state, federal, and military policies and regulations is a plus.
• Knowledge of budgetary, purchasing and requisitioning procedures.
• Must be able to lift at least 25 pounds.
• Organizational Skills
• Time Management
• Communication Skills
• Attention to Detail
• Technological Proficiency
• Problem-Solving Ability
• Discretion and Confidentiality
• Multitasking
• Initiative
• Dependability and Punctuality

Successful candidates must acquire a security clearance within their 9-month probationary period.

Dependability- Job requires being reliable, responsible, and dependable in fulfilling day-to-day duties.

Self-Control- Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Attention to Detail- Job requires being careful about detail and thorough in completing tasks.

Cooperation- Job requires being pleasant with others on the job and displaying a good natured, cooperative attitude.

Concern for Others- This job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

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.

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.

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.

Primary Location

Primary Location

: United States-Massachusetts-Bedford - 2 Randolph Road

Job

Job

: Administrative Services

Agency

Agency

: Military Division

Schedule

Schedule

: Full-time

Shift

Shift

: Day

Job Posting

Number of Openings

Number of Openings

: 1

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Dana Sanders-Udo - 3392023941

Bargaining Unit : 06-NAGE - Professional Admin.

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes