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Mar 27 / BARD CEP

Program Administrator (Division of Ecological Restoration) – Boston, MA

Organization:  Massachusetts Department of Fish and Game, Division of Ecological Restoration

Position Title:  Program Coordinator II/Program Administrator

Location: Boston, MA

Hours & Compensation: Part-time. $24.89 – $35.87 per hour.

Application Deadline:  April 15, 2013.

Posted On: March 26, 2013.


The Department of Fish and Game seeks qualified applications for the part-time position of Program Administrator for the Division of Ecological Restoration (DER). The primary focus will be split between fiscal and procurement responsibilities, maintenance of electronic databases, and outreach and educational materials.


1. Provides assistance essential to implementing restoration projects and other DER initiatives by carrying out fiscal and procurement duties including; collecting fiscal aspects of quarterly and final reports, maintaining project, grant and inventory records as needed, tracking project costs, maintaining project budgets, and ordering office and field equipment including entering information into Massachusetts Management Accounting and Reporting System (MMARS):

Specific duties include:

  • Preparing information and documents related to purchases and contracts
  • Reviewing, approving and processing invoices for payment; research and resolution of invoice discrepancies/issues with vendors
  • Entering encumbrance and other documents within MMARS
  • Preparing, entering, and checking MMARS with accurate information, attending training sessions and staff meetings
  • Providing guidance to project managers related to contracting process including review of bids and scopes of work to ensure they include proper components, deliverables are commensurate with tasks and tracking project expenditures
  • Updating procurement and project templates and checklists
  • Collecting fiscal aspects for quarterly and final reports and maintaining project database and records as needed;
  • Tracking project costs and grant funding, contract administration and management of procurements for office and field supplies and contracts as appropriate or as needed.
  • Assisting in preparing and submitting grant applications for federal, state and foundation funds as needed.

2. Assists staff to educate and provide public information through:

  • Maintenance of DER website using the content management system Percussion including assisting the DER staff in selecting, developing, and organizing new content – especially maps
  • Outreach including facilitating preparation of DER’s annual report and other publications, presentation materials, displays, event planning and publicity, and listserv postings as applicable,
  • Support the DER Twitter feed including maintenance of the profile, developing tweets and assisting DER staff with same and
  • Obtain and analyze usage data for DER’s web presence.
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.


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.

SPECIAL REQUIREMENTS: Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator’s license may be required.

  • Knowledge of the state’s MMARS accounting system and ability to generate spreadsheets for project management.
  • Knowledge of forms, state budgetary procedures, contracts and reports required by the Department and Secretariat.
  • Understanding of the principles of restoration ecology and general environmental issues.
  • Ability to analyze and determine the applicability of accounting data, to draw conclusions and make appropriate recommendations.
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
  • Ability to read and interpret documents such as contracts, grant applications and reports, financial reports, accounts and financial policy changes.
  • Ability to perform mathematical calculations using formulas and to maintain accurate records
  • Ability to write concisely, to express thoughts clearly.
  • Ability to edit and layout publications and pictures.
  • Computer proficiency with the suite of Microsoft programs (particularly Excel, Word, Powerpoint, and Access); Ability to learn Adobe Pagemaker, HTML, CSS, JavaScript, and other technologies as appropriate.
  • Ability to understand and communicate technical information and general knowledge regarding Massachusetts watersheds and issues affecting Massachusetts rivers and wetlands.
  • Ability to maintain accurate records.
  • Ability to work independently and in a team setting.
  • Ability to exercise sound judgment and exercise discretion in handling confidential information.
  • Ability to establish rapport with others.
  • Ability to adjust to varying or changing situations to meet emergency or changing needs, program requirements.
  • Proven ability to meet deadlines.
How to Apply: 
Interested persons should respond in writing, accompanied by a resume, cover letter, and a Commonwealth of Massachusetts Application for Employment, no later than 5:00 p.m. on the closing date to:

Johanna Zabriskie, Director of Human Resources
Department of Fish and Game
251 Causeway Street, Suite 400
Boston, MA 02114

Resumes will not be considered without an application. Applications are available on the Executive Office of Energy and Environmental Affairs website at . Under Key Resources, select Application for Employment or you may request an application be sent to you. Please reference the Posting ID on all correspondence. Please submit a separate resume and cover letter if applying for multiple job postings.

Contact Information:
Department of Fish and Game,
Division of Ecological Restoration, 251 Causeway St., 4th Floor, Boston, MA 02114.
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