What are the responsibilities and job description for the Assistant District Administrator (Program Coordinator III) position at General Court of the Commonwealth of Massachusetts?
Position Summary
The position provides senior administrative leadership and oversight of district-wide personnel matters, labor relations, payroll, fiscal (accounts payable), training, and other administrative operations. The role serves as a key advisor to the District Administrator.
Duties and Responsibilities
Assist the District Highway Director, District Administrator, and Senior Staff with management and oversight of all human resources, labor relations, fiscal, and administrative functions within the District. This includes but isn't limited to: payroll, fiscal, overtime, differentials, leave, mileage, reimbursements, workers' compensation, training, and time reporting.
May make recommendations to senior leadership and/or attend meetings on behalf of the District Administrator in their absence.
Supervise, coordinate, and evaluate administrative and fiscal staff; approve time and attendance and conduct performance evaluations.
Manage MassDOT benefit information and serve as the primary point of contact for employee benefit inquiries.
Provide guidance to managers and employees on HR policies, collective bargaining agreements, ADA matters, labor relations, disciplinary actions, grievances, and investigations.
Coordinate interviews, review and prepare recommendation packages, submit requisitions.
Tracks and processes Form 30s (job description forms) and related documentation.
Assists with new hire orientations, exit interviews, retirements, terminations, and offboarding activities.
Coordinate with MassDOT Headquarters on payroll, benefits, HR, and labor relations matters.
Assist with District intern and co-op programs, including recruitment, onboarding, training coordination, and program administration.
Design, implement, and monitor administrative processes and District-wide initiatives to improve efficiency and ensure compliance with policies and procedures.
Maintain staffing, vacancy, and position tracking records.
Assist with special projects, attend meetings and conferences, prepare reports, maintain records, and perform related duties as required.
Preferred Qualifications
Knowledge of and experience in Benefits administration.
Strong Accounts Payable or Budget Oversight experience.
Knowledge of Payroll processing/auditing.
Collective bargaining experience.
NOTE: This is a Confidential position.
About MassDOT
The 4,000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth's residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT's culture and career opportunities can be found at mass.gov/massdot-careers.
MassDOT's divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.
Minimum Entrance Requirements
This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.
Current MassDOT employees should use their internal MassCareers account to apply.
All job applications must be submitted online through MassCareers to be considered.
Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.
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.
For questions regarding the job posting, please email the MassDOT Talent Acquisition Team attalentacquisition@dot.state.ma.us.
For general questions regarding MassDOT, call the Human Resources Service Center at 8573684722.
For a disabilityrelated reasonable accommodation or alternative application method, call the ADACoordinator, Lucy Bayard, at 8572741935.
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.
Want the specifics? Explore our Employee Benefits and Rewards!
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.