Hearings Administrative Coordinator

Commonwealth of Massachusetts • Boston, MA

1d • 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.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
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.
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.

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.

What This Job Offers

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