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State of Massachusetts Program Coordinator I in Quincy, 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.

_Duties and Responsibilities_

  1. Monitor SFTP reports daily to ensure functionality of the ATLAS Batch process and communications between the MRB, Insurance Companies and other stakeholders, identifying submission errors, usage errors, and other unexpected conditions. Identify the source and scope of identified problems, develop a plan of action for MRB system-related issues, and establish appropriate communications as soon as possible. Resolve issue or refer problem to appropriate expert, follow up with stakeholders, and report findings as soon as possible.

  2. Accommodate system test cycles for insurers upon request.

  3. Perform daily assessments of insurer error rates by reviewing the Insurance Company reports to ensure compliance with the Safe Driver Insurance Plan (SDIP) Regulations; identify cases of non-compliance; confer with and instruct insurance industry personnel regarding submission problems in order to ensure that only complete and accurate information is applied to an operator’s driving history record. Communicate the identified problem to the relevant insurer and monitor the resolution of the problem.

  4. Perform daily review of Policy Inquiry Response records; SDIP At-fault Accident Insurance Claims, Comprehensive Claims and Out-of-state driving records entered onto a driving record and selected for quality control review. Review for accuracy and completeness and compliance with the procedures in MRB’s Administrative Procedures for the Safe Driver Insurance Plan Manual in order to ensure that only complete and accurate information is applied to an operator’s driving history record. A select number of transactions extracted for quality control review are analyzed by the close of business each day. Propose resolutions when applicable.

  5. Provide SDIP procedural information to internal and external users of the Merit Rating Board/Safe Driver Insurance Plan (SDIP) system by responding to questions within a reasonable time. Correspond with insurer IT specialists to resolve SFTP site problems and issues. Notify SFTP Site users of scheduling deviations as required.

  6. Assist in writing and/or editing of the MRB website by creatively expressing complex business processes and rules in terms that users can comprehend and understand.

  7. Coordinate all aspects of registering and setting up a “new” insurer issuing private passenger automobile insurance policies in MA with the MRB department of the RMV Division of MassDOT; issuing the appropriate communications to the new insurer, the RMV and the Division of Insurance; adding the necessary information to the appropriate applications and performing other duties as required.

  8. Assist in responding to requests for information from Insurers, the RMV Division of MassDOT, Division of Insurance, Commonwealth Automobile Reinsurers, Attorney General’s Office, Mass Insurance Agents Association and Board of Appeals by working with managerial and IT Staff in defining the requirements to fulfill the requests to ensure a highly satisfactory response.

  9. Assist in the preparation and distribution of SDIP information to Massachusetts private passenger automobile insurance companies to ensure that the insurance industry is properly updated with current and accurate information.

  10. Maintain the insurer carrier mailing and email distribution lists by communicating with the appropriate source verbally and/or in writing requesting additions/changes to the Contact Lists and/or FCR. Apply changes/updates to the LAN tables, Excel, Access databases and FCR to ensure that all personnel contacts are properly updated with current and accurate information.

  11. Note records to an incident or operator’s driving history record in order to maintain an accurate an audit trail containing information related to communications with law enforcement, courts. Insurance companies and or RMV personnel.

  12. Identify duplicate incidents contained on a person’s driving record by preparing supporting information and forwarding the information to appropriate work units when necessary or processing the appropriate transaction to resolve the issue to ensure a person’s driving record contains complete and accurate information. Notification should be sent to the insurer when applicable (for example: the fraudulent use of another’s license).

  13. Assist with reviewing and documenting issues in the procedures used within Citation Processing (includes CMVI Payments) by meeting and consulting with employees involved in the day-to-day operations in order to present solutions for streamlining and improving procedures to the Assistant Director of Operations.

  14. Assist in the development, writing, editing, and formatting of MRB business Policy and Procedure manuals by expressing new and existing complex business processes and/or software in terms that assist technical and business users in the development of technical solutions to be used by MRB employees and business partners.

  15. Assist in writing, editing, and formatting MRB Business Training documents to provide MRB employees and business partners with a clear understanding MRB policies and procedures.

  16. Assist in the design and creation of business forms, letters, and other publications to explain MRB policies and procedures to MRB employees, customers, law enforcement, courts, insurers, and other business partners.

  17. Responsible for performing user acceptance testing for all MRB applications, identifies and resolves operational problems by analyzing performance and recommends application updates and modifications, works with IT personnel.Create test cases and perform system testing on new computer applications or enhancements. Identify, analyze, and document problems by testing changes in ATLAS test environments. Submit problems which identify system issues to be corrected or researched by IT consultants and informing affected work units of any changes in procedures affected by application enhancements to ensure proper application of the Merit Rating Board/Safe Driver Insurance Plan and the accuracy of the database.

  18. Assist the Supervisor, Assistant Director of Operations and Director of the MRB with special projects and other work assignments as determined to comply with a directive or request received from another state agency or other organization that the MRB works with in order to ensure the highest level of quality service is provided.

  19. Serve as MRB Subject Matter Expert in meetings with other RMV departments, state agencies, and external partners as needed. Assist in the design and development of systems and procedures that will fulfill MRB business requirements.

  20. Maintain a complete and thorough knowledge of the Administrative Procedures for SDIP procedures for processing Board of Appeal Vacates, procedures for adding on-line claims, processing on-line inquiries and citations, administrative procedures for SDIP (claims, inquiries, out-of-state driving records, MRB SFTP processing) to ensure the proper application of SDIP.

  21. Promote the mission of MassDOT and the RMV/MRB and deliver extraordinary customer service that both anticipates and responds to customer needs.

  22. Maintain good relations with all employees by adhering to the general rules in the Code of Conduct in the Commonwealth of Massachusetts National Association of Government Employees Unit A Collective Bargaining Agreement and by complying with all MassDOT RMV Division - Merit Rating Board and state laws policies and procedures in order to ensure strong communication links are maintained with all employees.

_Pre__‐__Hire Process_**

Upon a conditional offer of employment, applicants must agree to and successfully satisfy: (i) a comprehensive name‐based and fingerprint‐based background check of his/her state and federal criminal history records information from all U.S. states, the District of Columbia and certain U.S. Territories and from some foreign nations; (ii) an employment reference check, and (iii) a satisfactory review of his/her driving records to be eligible for this position.

If you have any questions regarding this position, please contact Felis DePina, Human Resources at felisberta.depina@dot.state.ma.us

This requisition will remain open until filled; however, 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.

All job applications must be submitted online through MassCareers to be considered.

For disability-related reasonable accommodation or alternative application method, call Interim ADA Coordinator Derrick Mann - 857-368-8541.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Job: *Administrative Services

Organization: *Massachusetts Department of Transportation

Title: Program Coordinator I

Location: Massachusetts-Quincy - 25 Newport Ave Ext

Requisition ID: 210001DR

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