Job Description
Agency Overview
The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. We are stewards of the Commonwealth's assets, which include 61 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.
- We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth's citizens and help achieve a zero-carbon future.
- We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
- We support the growth of the Commonwealth's economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
- We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.
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DCAMM is a central agency in implementing several key policy priorities of the Healey-Driscoll Administration, including promoting decarbonization and climate resilience in all state facilities, identifying and facilitating opportunities to repurpose underutilized state property for housing production, and increasing the participation of underrepresented groups in public construction contracting and in the public construction workforce.
General Statement of Duties and Responsibilities
The Program Coordinator II provides comprehensive administrative and paralegal assistance to the Office of the General Counsel in all areas, including real estate, construction, certification, licensing, policy, compliance, training, operations, data collection, dissemination and compliance with the Public Records legal requirements as applicable to all DCAMM. The position requires the ability to administer a mission-critical agency function mandated by state law as well as to manage the practices of multiple attorneys in a variety of disciplines, covering major document production for capital projects, real estate transactions, contracts and permitting.
The Program Coordinator II must be adept at juggling busy schedules, interacting and responding knowledgeably to inquiries from the public, legislators, agencies, and outside personnel. The position requires legal, compliance, research, analysis and examination of titles, surveys, appraisals, archives, statutes, legislative history, regulations, procedures and case law and the preparation of legal and other relevant documents, spreadsheets, reports and studies. The Program Coordinator II is responsible for maintaining databases for tracking legal and administrative functions and generally assisting in the efficient operation of the Office of the General Counsel.
Duties for this position include:
- Researches and analyzes legal documentation, legislation, statutes, regulations, executive orders, policies, and procedures and judicial and administrative decisions in order to prepare legal briefs, legal memoranda, transactional, administrative and court documents, advice, instructions and guidance.
- Assists in all aspects of litigation and hearing preparation. Reviews legal pleadings and motions, maintains litigation files, maintains litigation and hearing databases, prepares memorandum and legal documents such as briefs and summaries, assembles relevant documentation from agency records and prepares them for production, identifies and interviews potential witnesses, prepares draft responses to document requests and interrogatories and provides all other necessary litigation and hearing support.
- Prepares and monitors cases for trial and other hearings or events, collects and organizes case file documentation and exhibits, maintains databases, and briefs legal counsel on case and transaction issues prior to proceedings.
- Reviews assigned requests through Massachusetts Public Record Laws, Attorney General inquiries and legal subpoenas.
- Maintains Public Records files.
- Assists in real estate transactions, including DCAMM's review of acquisitions by other state agencies of the Commonwealth of Article 97 real estate.
- Assists in Emergency Waiver Process. Processes correspondence, gathers information, responds to inquiries, and maintains database and files.
- Maintains Certification Reviews and Bid Protest files.
- Maintains databases and serves on taskforces to migrate to online processes, such as certification, property identification and maintenance. Serves as Agency-wide expert and advisor on advanced use of specialized software, including, Excel, PowerPoint, Microsoft Word and Access and other software specific to compliance with the Public Records Laws.
- Prepares Agency public relations and publicity materials, including booklets, binders, brochures, presentations, feasibility and reuse studies, charts, graphs, reports and analyses.
- Responds to inquiries regarding formal interpretation of agency laws, rules and procedures.
- Coordinates all aspects of Office contracts and payments with the Office of Finance.
- Maintain and update information, data and correspondence relating to ongoing projects at locations throughout the Commonwealth, including meeting minutes and documents, fiscal activities, and records of interdivisional negotiations and discussions.
- Responsible for maintaining both digital and paper files and records. May include regularly archiving Office files and records including all documentation regarding DCAMM's Public Records.
Preferred Qualifications
- Demonstrated proficiency and advanced skills with Microsoft Word, Excel, Access and other software specific to compliance with the Public Records Laws.
- Knowledge of rules of law and related principles and terminology in the following legal practice areas: Public Records, construction, real estate, government contracts, litigation, administrative proceedings, certification, licensing, statutory interpretation and implementation and governmental practice.
- At least three years of full-time, or equivalent part-time paraprofessional experience, in real estate closing and legal research and legal assistant work.
- Excellent experience in the areas of program administration and coordination; strong secretarial skills.
- Ability to collect and interpret data and create spreadsheets and other reports and PowerPoint Presentations of a high, cogent quality.
- Prior experience in a governmental, law office or non-profit setting.
- Ability to deal with shifting priorities and manage a diverse and heavy workload.
- Being (or willingness to apply to become) a notary public.
For more information about employment at DCAMM, please view our RECRUITMENT VIDEO.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three 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.
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 experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required 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 experience.
*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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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.