Executive Assistant (Program Coordinator I)

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take 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. 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.

Position Summary

Incumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required. The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency.

Duties And Responsibilities

• Works primarily for the Director and Deputy Director of the Right of Way Bureau.
• Acts as a liaison between various sections within the ROW Bureau, and with other MassDOT support services.
• Prepares items presented by the Director of the ROW Bureau to the Highway Administrator, and coordinates follow up actions with Legal/Conveyance, Engineering, Layouts, Projects, Negotiations, Relocation, and Finance Sections.
• Monitors ROW project tracker and updates as required, keeps Deputy Director informed of upcoming milestones, etc.
• Inspect reports and reviews case folders on a periodic basis and reports finding to the Deputy Director.
• Assists in retrieval and preparation of files as requested for AG's office relative to legal actions filed.
• Coordinates retrieval of Eminent Domain files from storage if needed for use by various sections.
• Assists Director and Deputy Director with office management activities, scheduling and setting up meetings, personnel issues, resource allocation, special events planning.
• Prepares and correspondence and updates case files as directed.
• Provides Section Administrators with support services as requested by the Deputy Director.
• Assists with the review of reports, memoranda, etc. for completeness, accuracy and content
• Coordinates with and develops working relationships with other Sections in MassDOT and the Highway Division such as HR, LR, ODCR, OREED, IT, Environmental, Project Management, etc. to facilitate work between sections.
• Participates with job training and orientation for new employees as requested.
• Monitor office support needs including equipment, supplies, mail management, etc. to ensure all sections of the ROW Bureau's needs are met.
• Receives plans from consultants and prepares for approval by the Director of the ROW Bureau.
• Scans approved items and archives on SharePoint and coordinates with Conveyance for recording at registry of deeds.

Preferred Qualifications

• Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
• Knowledge of work simplification methods; Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations; ability to communicate effectively in oral expression.
• Ability to gather information by examining records and documents and by questioning individuals.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to maintain accurate records; ability to follow written and oral instructions.
• Ability to prepare and use charts, graphs and tables; ability to prepare general reports.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• 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 action.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.

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.

Special Requirement: Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License may be required.