What are the responsibilities and job description for the Outreach and Education Program Coordinator position at Department of Fish And Game?
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.
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 are vital in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents.
The Department of Fish and Game (DFG) is the state agency responsible for conservation of the state's natural resources. DFG exercises responsibility over the Commonwealth's marine and freshwater fisheries, wildlife, plants, and natural communities, and provides outdoor recreation opportunities to the public.
MassWildlife is responsible for the conservation of freshwater fish and wildlife in the Commonwealth, including endangered plants and animals. MassWildlife restores, protects, and manages land for wildlife to thrive and for people to enjoy.
A cover letter referencing the correct position must be submitted as part of the application process and attached “as relevant” to the requisition.
Job Opening:
The Outdoor and Education Program Coordinator (Program Coordinator I) provides comprehensive clerical and administrative support to the Massachusetts Division of Fisheries and Wildlife Outreach and Education Program ensuring efficient operation of the office(s). This position will support the Outreach & Education staff with procurement of goods and services for programs including Hunter Education. The Program Coordinator is responsible for providing high-quality customer service and communicates with volunteers of outdoor education programs. This position regularly involves working with computers; maintaining databases and spreadsheets; performing data entry; updating web content; and using word processing, data management, and state procurement software systems.
Detailed Statement of Duties:
1. Provides administrative and program support for MassWildlife’s Outreach and Education Program and staff, with focus on the Hunter Education Program. Responds to inquiries and emails from agency staff, various local, state, and federal agency personnel regarding program activities.
2. Maintains databases for the Hunter Education Program and MassWildlife’s other education programs. Maintains accurate student records; performs data entry of student registration and course documents, assesses documents for completeness and accuracy; verifies data; processes certificates; and files student records. Performs routine database cleaning and prepares data for analysis and reports.
3. Delivers excellent customer service and support coverage when answering public inquiries received in-person and through email and phone calls about MassWildlife programs and services.
4. Supervises two clerical staff who operate the front desk at MassWildlife Field Headquarters in Westborough. Regularly communicates with clerical staff on scheduling to ensure sufficient coverage of front desk duties (including answering phones and selling hunting and fishing licenses). Assists with coverage during regular business hours (M–F, 8 am–4 pm) on an as-needed basis when the front desk is short-staffed.
5. Responsible for routine communication with prospective students interested in programs offered by MassWildlife. This includes helping students identify which courses they might need, assisting with enrollment, and providing accurate information about licenses and certificates required for hunting, fishing, and trapping.
6. Performs routine correspondence with program volunteers to send or obtain accurate enrollment, registration, and certification data.
7. Assists with regular updates to program web pages, including upcoming course offerings for Hunter Education, Angler Education, and other outreach programs. Performs routine announcement of courses; monitors course event calendar, tracks course postings and progress, and maintains websites and phone message logs.
8. Serves as a procurement specialist using the state finance and procurement systems. Purchases goods and services in accordance with State Finance Law, Regulation, Policy and Procedures. Assists in the development of procurement documentation such as Scopes of Work and Requests for Response, Quotes, and Information. Drafts resulting contracts for review. Assists MassWildlife by performing contract management functions such as overseeing the lifecycle of contracts (or purchase orders), including creation, negotiation, execution, and monitoring. Collaborates with staff to manage contractual obligations effectively. This position will focus on procurement of good and services for Outreach and Education programs, including Hunter Education and publication printing, but may assist with other agency procurement, as assigned.
9. Performs payables functions, manages outstanding bills by receiving invoices, verifying their accuracy, obtaining necessary approvals, and processing payments vouchers for payment to vendors in a timely manner, ensuring proper financial record-keeping throughout the process.
10. Prepares budget estimates and monitors expenditures/payments for the Outreach and Education section. Assists the Chief Financial Officer, Assistant Director of Outreach and Education, and the Hunter Education Administrator with budget monitoring, encumbrances, and payments for the Outreach and Education Section and the Hunter Education Program. Provides periodic summary updates on account balances and transactions.
11. Assists Assistant Director of Outreach and Education and Hunter Education Administrator in State and Federal audits and fulfilling requests for document review.
12. Responsible for the organization and upkeep of a detailed filing system.
13. Assists Outreach and Education program staff with administrative tasks associated with individual projects as needed.
14. Performs other duties as assigned.
Preferred Qualifications:
- Considerable knowledge of office practices and procedures
- Strong customer service and people skills, including communicating by phone, in-person, and by email.
- Excellent computer proficiency including demonstrated capabilities in Microsoft Word, Excel, Access, and Outlook and the ability to manage databases and complete reports.
- Knowledge of the principles and practices of procurement, bookkeeping/accounting terminology, and standard abbreviations.
- Ability to maintain accurate records.
- Ability to understand hunting, fishing, and trapping laws and regulations and explain these to the public.
- Ability to perform basic arithmetical computations with speed and accuracy; to gather information by examining records and documents; to work accurately with names, numbers, and codes.
- Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to set priorities, to organize time efficiently, and to work independently and at several tasks simultaneously.bility to interpret, use and prepare charts, graphs, tables, and maps.
- Ability to prepare general reports.
- Ability to establish rapport with others.
- Ability to establish and maintain harmonious working relationships with others and to display a strong team and work ethic.
- Ability to exercise discretion in handling confidential information.
- Ability to assemble information in accordance with established procedures; to read, write and comprehend the English language; to follow oral and written instructions; to deal tactfully with others; exercise sound judgment and to determine proper format and procedure for assembling items of information.
- Ability to write concisely to express thoughts clearly including proficiency in grammar, spelling, and punctuation and to effectively communicate with a diverse population.
- Ability to adjust to varying situations to meet emergency or changing program requirements.
Qualifications Acquired on the Job
- Knowledge of the laws, rules, policies and procedures governing assigned unit activities including Chapter 131 of the General Laws and 321 CMR rules and regulations for dissemination to the public.
- Knowledge of the types and uses of agency forms; proper telephone procedures for making and receiving agency calls; State bookkeeping and budgetary procedures including terminology and abbreviations.
- This position is required to be in-person at MassWildlife Field Headquarters, (1 Rabbit Hill Road, Westborough, MA, 01581) M–F, 8 AM–4:30 PM.
- Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
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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