Program Coordinator III

State of Massachusetts

Stow, MA 01775

Posted 1 month ago

Job Description

The Department of Fire Services seeks to fill the position of Facilities Development Planning and Administrative Coordinator. The Department of Fire Services provides firefighter training, public education, fire prevention, code enforcement, licensing, fire investigation, hazardous material response, and emergency response. The agency is comprised of the following business areas: the Office of the State Fire Marshal (Legal, Public Information, Fire Investigation Unit, Special Operations, Cigarette Compliance, Information Technology, and Grants), the MA Firefighting Academy, the Hazardous Materials Response Division, the Fire Safety Division, and the Administrative Services Division (Human Resources, Fiscal, and Capital Asset Management). The Facilities Development Planning and Administrative Coordinator provides day-to-day assistance to the Director of Capital Asset Management as it relates to the operation and capital budget for the four cost centers within the Facilities Division. Supervises and coordinates all financial activities for Facilities Engineering, Crib Room, Warehouse/Print Shop and Fleet Operations including preparing and maintaining the budget, managing goals and objectives, assisting the Director and Deputy Director in strategic budget and purchasing planning, representing the Division at meetings and performing related work as required. Major Responsibilities include, but not limited to: * Supervises and coordinates the daily financial administration of the Capital Asset Management Division, which includes but is not limited to Facilities Engineering, Crib Room, Warehouse/Print Shop, and Fleet operations. * Supervises administrative staff including planning and assigning work; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; and determining the need for disciplinary action and either recommending or initiating disciplinary action. * Reviews and analyzes cost savings opportunities for all facilities related operation. * Prepares, maintains, and makes recommendations to the Director and Deputy Director of Capital Asset Management concerning the division’s finances including budget, purchasing related activities, invoice processing, and revenue. * Participates in the preparation, distribution, and monitoring of capital and expense budgets for the Capital Asset Management Division and establishes internal division deadlines to ensure budgetary submissions are submitted on-time. * Responsible for reconciling division month-end budget reports, including payroll, and submitting reconciliation to the Division Director for review, action and approval * Confers with DFS Division managers and Coordinators to ensure funding of agency wide programs are met through facilities budget. * Facilitates the provision of repair services by writing specifications to solicit proposals for the purchase of such services; meeting with vendors to assess the quality and appropriateness of proposed service; analyzing bid documents for compliance with specifications to determine and recommend award; and estimating the cost of proposed services. * Responsible for the finalization and approval of assigned invoices and purchase requests by ensuring the cost centers, object codes, dates, supporting documentation, funding and approvals are correct and fully comply with DFS policies and procedures. * Participates on Procurement Management Teams (PMT) and in the development of grant proposals. * Develops, implements, and evaluates division activities to determine progress and effectiveness and to make recommendations concerning changes as needed. * Develops and delivers training programs for personnel within the division. * Performs related duties such as maintaining records, attending meetings, preparing correspondence, and coordinating public records requests for the division. * In the absence of the Administrative Services Coordinator, responsible for maintaining/scheduling office coverage. * Develops, implements and maintains division labor distribution accounting system, including job aids and training for division supervisors and employees. * Develops and recommends policies and procedures to improve the administrative and financial activities of the division and ensure appropriate risk management controls are in place. * Performs other related work and special projects as assigned by DFS or division management. Preferred Qualifications: * Ability to work independently. * Knowledge of financial principals. * Knowledge of public and business administration. * Knowledge of Facilities operations. * Ability to exercise sound judgment. * Ability to communicate both oral and written. * Ability to adapt to varied work situations. * Proficient in the use of Microsoft Office (Word and Excel), spreadsheets, teams and other financial tracking tools. * Ability to multitask. * Knowledge of the principles, practices and techniques of supervision. * 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 reviews 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 recommending or initiating disciplinary actions. * Ability to establish rapport with others. *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, 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.* II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.* III. 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 (A) experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: No substitutions will be permitted for the required (B) experience. *Executive Order #595:*As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption. *An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.* **Job:** **Administrative Services* **Organization:** **Department of Fire Services* **Title:** *Program Coordinator III* **Location:** *Massachusetts-Stow-State Road* **Requisition ID:** *220004DB*



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