Hearings Administrative Coordinator

Commonwealth of Massachusetts • Boston, MA

13h • Hybrid

About The Position

The Department of Transitional Assistance (DTA) is seeking qualified applicants for a Hearings Administrative Coordinator. The selected candidate will be responsible for carrying out the administrative functions of the Division of Hearings on an ongoing basis as assigned by the Supervisor. NOTE \: This is a hybrid work eligible position.

Requirements

• 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 used in the preparation of charts, graphs, tables and general report writing.
• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
• Ability to understand, apply and explain the laws, rules, policies and procedures governing assigned unit activities.
• Ability to gather information by examining records and documents and by interviewing individuals.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to communicate clearly and follow written and oral instructions.
• Ability to assemble items of information in accordance with established procedures.
• Ability to maintain accurate records.
• Ability to supervise.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
• Ability to exercise discretion in handling confidential information.
• Ability to establish and maintain harmonious working relationships with others.
• 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.

Nice To Haves

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Knowledge of the types and uses of agency forms.
• Knowledge of the proper procedure for making and receiving agency telephone calls.
• Knowledge of the organizational structure and functions of the assigned agency.
• Knowledge of the basic rules and principles of all DTA assistance programs.
• Knowledge of the principles, practices and techniques of supervision

Responsibilities

• Coordinates and applies proper procedures and formats for Complaints for Judicial Review (CJR’s) on a rotating basis.
• Organizes the decision and exhibits for submission within the established time frames to ensure timely submission between the Legal Division and Superior Court.
• Provides the outside vendor(s) with advice and technical assistance.
• Continuously develops and/or improves methods to make the transcription process more effective and efficient.
• Prepares and completes billing invoices for outside vendors such as Interpreter Services, transcribers, and others for submission within established guidelines.
• Prepares and emails weekly schedules for the Director, Assistant Director, and Hearing Officers.
• Emails all related parties of upcoming hearings.
• Types confidential correspondence such as Subpoenas, Coercives, and memos/letters and aids the Director and Assistant Director on projects and reports.
• Creates an electronic folder on the desktop for each appeal and Administrative Disqualification Hearing (ADH) request.

Benefits

• Comprehensive Benefits
• 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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees