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State of Massachusetts Administration Coordinator in Arlington, Massachusetts

About MassDOT An agency on the move, the Massachusetts Department of Transportation (MassDOT) takes great pride in connecting the Commonwealth’s residents and communities. Powered by a growing data-analytics discipline – and working in conjunction with municipalities, public agencies and the private sector – we’re finding new ways to improve the Bay State’s transportation infrastructure. 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, Aeronautics, Registry of Motor Vehicles, Rail & Transit, and Planning & Enterprise Services. There are approximately 3,600 employees across the organization. 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 * Performs as administration coordinator. Prepares requisitions for new positions in MassCareers, liaisons with department heads to develop posting language and interview questions, schedules interviews, processes recommendation packages and submits via the MassDOT portal. Attends HR meetings as directed. * Completes all HR Service Center surveys including Application Lifecycle Surveys and Quality of Hire surveys. Performs as District 4 Benefits Coordinator ensuring that new employee’s benefits are processed, benefit change requests are processed in a timely manner and conducts all benefit enrollment and changes during Annual Open Enrollment. * Performs New Hire Orientations; assists with the coordination of Intern/Co-op programs, including recruitment activities, orientations, and intern presentation coordination. Works with department heads and supervisors to ensure robust and satisfactory internships. * Tracks new hire probationary memos (3-month and 5-month) for coordination/submission to Human Resources. * Performs as Training assistant and employee data coordinator. * Maintains personnel files. Works with department heads to plan and execute digitization of all district files for retention and/or archiving. * Maintains District and Department policy and process documentation; assist in the preparation of same when required. Prepare documents, reports, and correspondence upon request for review and approval of the District Administrator or District Highway Director. * Assists District Administrator with personnel actions including employee retirements and terminations and exit interviews. Prepares all necessary offboarding documentation. Assists employees with retirement benefits or COBRA documentation. * Confer with management staff and other agency personnel to determine Training program requirements and availability of resources, and to develop the criteria and standards for program evaluation. * Evaluate Training program activities to determine progress and effectiveness and to make recommendations concerning changes as needed. * Participates in switchboard/reception coverage as scheduled/requested. * Assists with special projects within the Division/District Headquarters. * Performs related duties as assigned/required. Preferred Qualifications * Experience in Human Resources and with HR software, MassCareers (Taleo) or other related programs. * Experience with Excel, Access, Word, PowerPoint, and other Microsoft tools. * Experience with human resources, talent management and employee benefits. Experience working with GIC benefits. Minimum Entrance Requirements First consideration will be given to those applicants that apply within the first 14 days. All job applications must be submitted online through MassCareers to be considered. Applicants must have at least (A) three 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 degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.* II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required 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 experience.* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. 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. Job: Administrative Services *Organization: Massachusetts Department of Transportation *Title: *Administration Coordinator Location: Massachusetts-Arlington-519 Appleton Street Requisition ID: 220008YL

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