Title: Administrative Coordinator - Office of the Commissioner of Probation

Pay Grade: Grade 15

Starting Pay: $68,235.13

Departmental Mission Statement: The Massachusetts Probation Service’s mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/orgs/massachusetts-probation-service

Notes: This position is only for current employees that work in the Office of the Commissioner of Probation Administrative Service Division.

Position Summary: 

Working within the Office of the Commissioner of Probation (OCP), the Administrative Coordinator will be responsible for project management and overseeing the progress of special initiatives within the OCP. The Administrative Coordinator will participate in all activities related to development, implementation, and subsequent operation of projects related to the Office of the Commissioner of Probation. The Administrative Coordinator will be responsible for planning and coordinating all implementation activities, monitoring the progress of implementation, training court personnel, and recognizing problems at an early stage.

The position title above the entry level includes higher level supervisory type functions and requires greater knowledge of policies and procedures and greater independent judgement. Employees are hired at the entry level position title and are eligible for reclassification to the higher level position titles within this series consistent with the specifications for the higher level position title. The position title reverts to the entry level when there is a vacancy.

ORGANIZATIONAL LEVELS:

Administrative Coordinator I - This is the entry level position title within the series. Employees at this level are expected to coordinate all of the activities of programs, to assist in the development of new programs, and to train for the next higher level.


Administrative Coordinator II - This is the second level position title within this series. Employees at this second level are expected to perform quality control functions and to take a lead role in the development of new programs.

Supervision Received: Reports to a Deputy Commissioner or that person’s designee and receives general direction in performing duties in accordance with established guidelines.

Duties:

Administrative Coordinator I Duties

Coordinates the administrative activities of programs or initiatives that the administrative office is responsible for;

Develops operating policies, procedures, and forms;

Provides continuing technical advise and support to court personnel;

Analyzes statistics, develops databases to assist in administration of programs and prepares reports on program activities;

Assists in planning and implementation activities of new programs and initiatives.
Performs related duties as required;

Performs related duties as required.


Administrative Coordinator II Duties

Plays a lead role in the development of new programs;

Evaluates readiness of court personnel and provides on-site training to such personnel;

Monitors progress of implementation activities against the implementation plan to ensure that implementation is timely completed;

Identifies and recommends improvements to supervisor;

Performs all of the duties of the lower level position title; and

Performs related duties as required.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Administrative Coordinator I:

Associate’s degree from a college or university in business or public administration or related field, and 4 years of work experience in operations or administration; or an equivalent combination of education and experience;

Knowledge of court/probation functions, procedures and operations is preferred; Ability to supervise the work assignments of support staff;

Knowledge of data processing concepts and functions;

Knowledge of administrative functions, procedures, and operations;

Knowledge of data processing concepts and functions;

Ability to develop and provide training to court personnel;

Ability to analyze problems and to develop feasible solutions.

Knowledge of and ability to use personal computers and related software, including Microsoft Office;

Strong interpersonal skills and the ability to work professionally with court officials, judges, attorneys, and the general public, and to maintain effective working relationships;

Ability to analyze administrative problems and to develop feasible solutions;

Ability to communicate clearly and effectively in oral and written form;

Ability to handle sensitive matters on a confidential basis;

Ability to work independently and to establish work priorities;

Reputation for ethical and moral behavior;

Self-motivation and a commitment to continuing professional development;

Administrative Coordinator II Additional Requirements

A minimum of three years of experience as an Administrative Coordinator I;

Considerable knowledge of court functions, procedures and operations;

Demonstrated ability to lead projects;

Demonstrated ability to evaluate and identify more complex problems and to propose feasible solutions;

Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment.