The Energy and Sustainability Program Coordinator will be a member of the award-winning Energy and Sustainability Group (Energy Team) in the Office of Facility Management and Maintenance (OFMM). The Energy Team works to improve sustainability, energy and water efficiency, resilience, and the environmental footprint of Commonwealth of Massachusetts facilities. This team provides comprehensive energy efficiency and sustainability programs to state agencies and their facilities (including state colleges and universities, courts, offices, state hospitals, prisons, sheriff facilities, and other buildings). These programs include comprehensive capital projects focused on energy, water, and resilience improvements in a design-build format, energy retrofits, solar and alternative energy credits, demand response, and operational upgrades including existing building commissioning and savings optimization driven by energy information. Additionally, the Energy Team offers advisory services to state facilities on LEED, climate change and adaptation, and approaches to renewable energy including power purchase agreements.
The Program Coordinator 1 (PC1) provides all necessary administrative support for Energy Team personnel and other OFMM staff as needed and works under the direction of the Senior Program Coordinator as well as the Director of Energy and Sustainability in OFMM. The PC1 performs multiple office administrative functions as required, both individually and as part of a team. The incumbent will be required to compose letters, emails, reports, financial and budgetary forms, and to develop record keeping systems for the office. The primary duties of this position are the processing of Notices to Proceed (NTPs) and encumbrance forms for the Energy Team, invoice (Payment Vouchers) processing and tracking, Project Management Information System data verification and coordination, and interfacing with the Office of Finance and Administration (OFA).
Supervision Received: Direct supervision is received from the Senior Program Coordinator, or other senior staff.
Detailed Statement of Duties and Responsibilities
Working closely with Energy Team members and OFA, the PC1 is responsible for issuing and tracking NTPs for studies, design work, retrofit projects, and other related contracts. Ensures all documentation is in order and works with OFA to process contracts and encumbrances for all types of energy projects.
Develops and revises budgets for Energy Team and other offices in OFMM as needed. This includes funding requests, budget change orders, and encumbrances.
Ensures Project Management Information System is current concerning contacts and other pertinent information. Coordinates with Energy Team to update.
Tracks Designer and Energy Advisor contract usage through the Capital Asset Management Information System (CAMIS/Tririga).
Tracks and expedites Payment Vouchers as they flow through the approval process.
Other duties as required to support the work of the Energy Team.
Produces status reports to management on myriad issues; tracks progress/status to expedite daily activities/project implementation; prioritizes projects; collects data, prepares and presents status for weekly meetings. Must be resourceful in obtaining information not readily available.
Reviews incoming mail and disseminates to appropriate staff.
Produces reports, documents, schedules, summary charts and tables from drafts.
Tracks incoming checks and revenue for Energy Team.
Coordinates special projects as assigned; establishes a plan in compliance with the time frames set forth.
Serves as back-up emergency team leader.
Supports, as needed, other administrative staff in their primary duties:
Supporting Energy Team in the use of various procurement software platforms (Bid Express, COMMBUYS, etc.)
Supporting Managers in all aspects of hiring, including MassCareers, setting up interviews, and coordinating with Human Resources.
Assisting in the overall team coordination by ensuring pertinent scheduling information is conveyed to appropriate staff, noting timeframes for major projects and correspondence.
Responding to Public Records requests.
Reviewing reports, memoranda, etc. for completeness, accuracy, and content.
Managing the Energy Team office and OFMM offices as required, including supplies, copier, conference room scheduling, etc.
Drafting agendas, recording and composing minutes for meetings for Energy Team.
Supporting outreach events and coordinating meetings with outside vendors, agencies, and other parties, including scheduling, production of materials, and invitation management.
Other related administrative duties as required.
Qualifications Required at Hire
Ability to communicate effectively.
Strong ability to understand and manipulate budgets and financial processes.
Strong abilities to use MS Office, including MS Word, Excel, PowerPoint and Outlook.
Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
Ability to use proper grammar, punctuation, and spelling.
Ability to prepare documents and reports accurately.
Ability to follow guidelines and procedures.
Ability to work independently and in teams.
Ability to prioritize, respond to multiple demands, and manage time efficiently.
Possess cultural awareness and sensitivity.
Preferred Qualifications Required at Hire
Preferred candidate would have work experience in energy, construction, and/or facilities operations/management.
Knowledge of standard energy efficiency terms and energy projects.
Experience in Commonwealth accounting and database systems.
Knowledge of software applications such as desktop publishing, project management information systems, and database management.
Knowledge of state procurement, in particular Ch. 25A and Statewide Contracts.
Qualifications Acquired on Job
Knowledge of the types and uses of agency forms.
Knowledge of Energy Team process and procedures.
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned Agency or Unit activities.
Knowledge of the types and uses of Agency databases, documents and files.
Knowledge of State laws, procedures and guidelines.
Knowledge of emergency team leader requirements.
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two 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, or (B) any equivalent combination of the required experience and the substitutions below.
I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. 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 experience.*
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
State Of Massachusetts