Assistant Program Coordinator Jobs in Beverly, MA

Who We Are:
The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts' environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family. Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition.
The Massachusetts Department of Environmental Protection (MassDEP) is the state agency responsible for ensuring clean air, land, and water. Our work impacts every aspect of people's lives and is critical to the health and wellbeing of our residents and visitors. MassDEP is the lead agency for safe management of toxic and hazardous materials, promotion of waste reduction and recycling, preservation of the state's wetlands and coastal resources, air quality monitoring and pollution reduction, and so much more.
Who We Are as an Employer:
At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents.
Description:
MassDEP seeks applicants for the position of Program Coordinator III (PC III) within the Business Reporting, Data and Fiscal Operations (BRDFO) Division of the Bureau of Air and Waste (BAW). The position is based in the Boston Office located at 100 Cambridge St, Boston, MA. The position will report to the Deputy Division Director, or his/her designee, of the Fiscal Operations Unit. This person should have strong communication skills and be able to work with others in a collaborative team environment. The workplace is a hybrid work model that combines working in the office and remotely.
The Program Coordinator III will support the Fiscal Operations group within the Business Reporting, Data and Fiscal Operations (BRDFO) Division of the Bureau of Air and Waste by coordinating, processing, tracking, and reconciling fiscal transactions and related documentation. This position will serve as a primary fiscal operations contact for Bureau programs and will ensure that payments, reimbursements, procurements, encumbrances, grants, and expenditure records are processed accurately, timely, and in compliance with applicable State, Federal, and Department, policies and procedures.
The Program Coordinator III (PCIII) will manage fiscal transactions in the State of Massachusetts' financial and procurement data systems, including MOSAIC, COMMBUYS, and the Commonwealth Information Warehouse (CIW)
Duties include, but are not limited to, the following:

• Process invoices, reimbursements, encumbrances, and other financial transactions in accordance with applicable state, federal, and Department policies and procedures.
• Conduct outreach to internal and external stakeholder groups to communicate grant requirements and fiscal procedures.
• Track payments, grant funds, expenditures, and related fiscal activity in the appropriate data systems.
• Maintain expenditure reports and assist in monitoring spending to ensure compliance with budgetary requirements.
• Interact with MassDEP Boston and Regional staff regarding existing and new purchasing protocols, procurements, encumbrances, invoices, reimbursements, and fiscal processing requirements.
• Reconcile fiscal files, payment records, encumbrances, reimbursements, and expenditure reports to ensure accuracy, completeness, and compliance with applicable fiscal and recordkeeping requirements.

Preferred Qualifications:

• Familiarity with business, accounting, fiscal, and procurement procedures and methodologies.
• Excellent computer skills, including proficiency with Microsoft Office (Word, Excel, Powerpoint and other commonly used computer applications
• Ability to interpret, apply, and explain regulations, policies, and procedures related to fiscal operations, procurement, payments, reimbursements, encumbrances, and recordkeeping.
• Ability to process, track, and reconcile financial transactions, including invoices, reimbursements, encumbrances, expenditures, and other related fiscal activities.
• Proven ability to meet deadlines, prioritize multiple responsibilities, and manage competing workload demands.
• Ability to learn new technical systems, fiscal processes, and data management tools, and effectively train others in their use.
• Excellent oral and written communication skills, including the ability to present complex concepts, processes, and data to a diverse audience.
• Working collaboratively across an organization in a team-oriented fashion.
• Excellent communication skills (verbal and written), including the ability to write clearly and concisely.
• Ability to take the initiative and work independently while also interacting effectively in a team environment.

Qualifications:
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 (A) experience.*
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) 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 (A) experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for the required (B) experience.
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.
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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.