The Department of Children and Families (DCF) is seeking a mission-driven, dedicated, experienced and highly organized individual to fill the role of Regional Program Coordinator I. The selected candidate will provide administrative support to the Northern MA Regional Office and act as the Administrative Assistant to the Region's Executive Team.

This individual will also be committed to upholding the Department’s fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Administrative Support to Regional Executive Team.

• Act as liaison for regionwide administrative processes requiring Regional Director approval and/or oversight.

• Responsible for managing the appointment calendar and coordinate meetings for the Regional Director, Regional Clinical Director, and Regional Administrative Manager and other regional staff as required.

• Assist Regional Management Team with Meeting/Event planning, including scheduling, coordination of space and resources as well as facilitation of discussions.

• Screen packages, mail, faxes, and telephone calls for the Regional Executive Team.

• Maintain Regional Director files and records such as correspondence, confidential records, etc.

• Research case information in DCF client database, I-Familynet for Regional Executive Team.

• Compose and/or prepare correspondence, reports, and/or memoranda as requested.

• Coordinate and monitor the day-to-day operations of the Regional Office.

• Coordinate records production for external requests including records production, redacting and printing.

• Act as receptionist for the Regional Office including receiving visitors as well as receiving and distributing packages, mail, phone calls, and faxes for all Regional Office Staff. Answer and/or refer inquires to appropriate parties for action.

• Process outgoing mail for all Regional Office Staff.

• Manage meeting space in the regional office based on priorities established by the Regional Executive Team.

• Track and process all staff vacancies, postings and hiring packets for the regional office.

• Project Management/Coordination using common project models such as Agile/Scrum or DIRECT – includes monitoring dates and deadlines of deliverables for Regional Director using project management software. Create Surveys relevant to project activities, collect survey data, and report as instructed.

• Provides technical assistance and advice to agency personnel and others concerning assigned programs to exchange information, resolve problems, and to ensure compliance with established policies, procedures and standards.

• Reviews and analyzes data concerning assigned agency programs to determine progress and effectiveness, to make recommendations for changes in procedures, guidelines, etc. and to devise methods of accomplishing program objectives Create Spreadsheet/Data collection tools for regional and/or area offices as needed.

• Maintain a relationship of communication between the Regional Office and DCF Central Office as well as Central Region Area Offices, to exchange information, resolve problems and coordinate activities.

• Maintain liaison with various private, local, state, and federal agencies and others to exchange information and/or resolve problems.

• Responds to inquiries from agency staff and others to provide information concerning assigned agency programs.

• Other duties as assigned by Regional Executive Team.

  
  

Required Qualifications:

• Ability to manage multiple job tasks and set priorities.

• Ability to establish and maintain effective working relationships.

• A strong work ethic and willingness to learn.

• Ability to communicate effectively in written and oral expressions and to formulate management reports.

• Capacity to interact effectively with individuals at all levels within an organization.

Preferred Qualifications:

• Demonstrated ability on all office equipment including PC, photocopier, scanner, fax.

• Ability to effectively handle complaints presented or referred to the Director.

• Aptitude to work with culturally diverse populations.

• Excellent computer skills, including proficiency in Office 365 and MS-Teams as well as the ability to quickly learn and master new applications and software.

• Proficiency with DCF I-FamilyNet client database system.

• Experience to plan, organize and carry through on office events.

• Ability to carry out work activities with a minimum of direction.

• Ability to establish systems to improve overall performance of Regional Office.

• Aptitude to organize and improve filing system.

• 1-2 year’s secretarial or administrative experience, preferably in a government environment.

• Demonstrated experience in exercising sound judgment, effective communication skills, and the ability to interact with all stakeholders.

• Ability to work independently exercise discretion in handling highly confidential information.

• Experience maintaining accurate records as well as organizing, coordinating, and synthesizing information and documents.

• Proficiency in giving written and oral instructions in a precise understandable manner.

• Proven experience in writing concisely and effectively, to express thoughts clearly and to develop ideas in logical sequence.

• Ability to identify and resolve problems as necessary and appropriate.

  
  

About the Department of Children and Families:

The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF’s vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education.

DCF works toward establishing the safety, permanency and well-being of the Commonwealth's children by stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and 6) committed to continuous learning.

For more information about our agency and programs visit: www.mass.gov/dcf

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit

http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."

As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth’s website.

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option 2.