Job Description
About the Organization:
The Division of Occupational Licensure (DOL), an agency within the Office of Consumer Affairs and Business Regulation (OCABR), protects consumers by making sure the professionals they hire comply with state licensing laws. DOL oversees 26 boards of registration, which license and regulate more than 500,000 individuals and businesses to practice over 100 trades and professions. DOL also licenses and regulates the Office of Public Safety and Inspections (OPSI), and the Office of Private Occupational Schools.
The mission of DOL is to protect the public health, safety and welfare by licensing qualified individuals and businesses to provide services to consumers. In addition, it is the duty of the DOL to ensure fair and consistent enforcement of the licensing laws and regulations. DOL seeks to promote consumer protection, a fair and competitive marketplace, and education and outreach.
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The Division of Occupational Licensure is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Occupational Licensure values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
The Division of Occupational Licensure is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.
About the Role:
The Associate Deputy Commissioner of Boards and Policy ("ADC") works with the Deputy Commissioner of Boards, Operations and Policy to carry out his/her overall duties and responsibilities in meeting the Agency's mission. Specifically, the ADC works in conjunction with the other ADC of Boards and Policy and they oversee: the operations and public policy activities of the majority of DOL's licensing boards, this includes public safety licensing, the original REG boards and the Office of Private Occupational School Education. Additionally, the ADC oversees policy development on behalf of the Agency and coordinates external affairs inquiries and initiatives, on behalf of those boards. The ADC functions as an agent for the Deputy Commissioner of Boards, Operations and Policy and the Commissioner, and assists them in carrying out their overall duties and responsibilities in meeting the Agency's mission. In addition, the ADC manages the transition and implementation of new boards and programs at the Agency that fall within his/her portfolio.
Duties and Responsibilities: (these duties are a general summary and not all inclusive):
- Direct Oversite and management of most of the Licensing Boards and the Office of Private Occupational Schools: Manage and provide support for the Executive Directors ("ED") in charge of each Administrative licensing unit. Overseeing the licensing operation of those boards. Monitor and review board priorities and accomplishments, ensuring they are aligned with the goals of DOL and the Administration. Address and strategically advise on board-specific issues. Understand pertinent KPI's, run reports to assist in management, and to provide Senior Management with important information and progress. Assist the Agency with creating proper processes and documentation for the units. Provide assistance with assuring effective customer service from returning emails and calls in a timely manner to creating a culture of training in the organization. Utilize MassPerform and assist managers with using EPRS's and reviewing Form 30's. Recruit, interview and make hiring recommendations for vacant positions. Attend board meetings as necessary. Ensure the occurrence of regular meetings, 1:1's with employees and staff, and timely processing of applications and documentation submitted to the units. This includes working to track internal progress by all the employees and related programs. Assist with business process assessment and software improvements to increase the collection of better data and use of data analytics. Respond to events and issues in a timely and efficient manner. Flag controversial or sensitive matters, such as license reinstatement based on previous discipline.
- Oversee Policy and Regulatory matters affecting these boards: Work directly with the Deputy Commissioner of Boards, Operations, and Policy and other Senior Staff on policy development and implementation. Recommend, execute, and implement Board and DOL policy initiatives. Review and manage Executive Directors of existing Board or unit regulations to ensure consistency with the Governor's policy initiatives and with other agencies that may have adjacent or overlapping jurisdiction. Monitor regulations in the review process. Work closely with the EDs, board counsels, and staff to conduct necessary outreach.
- Training Development and Implementation: Assist with training ED's on statutes and regulations that are pertinent to the units. Assure that proper training is occurring for licensing staff on licensing process, phones, office equipment, remote work, and general education on Agency policies and procedures. Effectively promote compliance by staff and units with respect to their roles and responsibilities, public records law, state ethics law, codes of conduct, and administrative procedures.
- Conduct Quality Assurance and Oversight of Boards: Oversee the timely and proper entry of all data into licensing systems. This includes disciplinary information, and the need to collaborate on the publication of that information to the DOL website. Conduct monthly, or more regular, quality assurance checks (audits) of the following items, including, but not limited to reservation system use; personal items policy based upon shared space policy; phone system for each board; web site of each board; the SharePoint site for proper folder storage and usage; application statuses; enforcement cases statuses; disciplinary entry and close out; and timeliness of check processing. Participate in meetings of the Agency enforcement team to ensure complaints are moved efficiently through the board review process and/or are timely and accurately closed out. Conduct weekly review of backlogs and workflows of assigned boards, including pending applications, reinstatement requests and license verifications. Work with ED's to assure they understand the need to be performing these audits and notifying their manager of their findings. Provide monthly reports on all these audits.
- Assist with Board Member Appointments and Board Member training: Work with Senior Staff and/or the Training manager to create training for all new board members. Assist Senior staff with understanding the current make up of all boards and assist with outreach and recruitment of new board members. Work with Senior staff to review candidates and ensure compliance with statutes during appointments. Assist in onboarding and training new board members.
- External Affairs, Legislation, and Procurement: Work with Senior staff and Agency legislative liaisons on legislation affecting the boards, units and Agency. Assist the Deputy Commissioner of Boards, Operations, and Policy with any procurement matters that impact the Boards. Assist Executive Directors with outreach to industry associations and trade groups. Assist Executive Directors with public records request responses. Respond to and provide information about constituent inquires directly to the Boards.
Preferred Knowledge, Skills, and Abilities:
- Thorough knowledge of the principles and practices of management.
- Thorough knowledge of process improvement and IT process as it relates to business improvements.
- Thorough knowledge of the legislative and regulatory process.
- Thorough knowledge of state government.
- Thorough knowledge of DOL, the Office of Public Safety and Inspections and Office of Investigations.
- Thorough knowledge of policy development and implementation.
- Excellent communication skills, both in oral and written forms, with a broad range of audiences.
- Ability to establish and maintain effective working relationships with supervisor, associates, subordinates, board members and advisory council members, and other agencies.
- Excellent interpersonal skills.
- Experience managing multiple diverse units with staff of varying skill levels and career aspirations.
- Experience leading, managing, and motivating staff.
- Experience working with boards or other governing bodies of organizations.
- Experience drafting and implementing policies across large organizations.
All applicants should attach a cover letter and resume to their online submission for this position.
Qualifications
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) six (6) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least two (2) years must have been in a supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.
Substitutions:
I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.
II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.
III. A Graduate degree in a related field may be substituted for three (3) years of the required (A) experience.
IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) 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.