Program Coordinator I - Records/Administrative Services

The Military Division (Massachusetts National Guard) is seeking a professional for the role of Program Coordinator I in Administrative Services-JFHQ MA. The selected candidate for this role will be responsible for preforming Mail Management, Printing, Publications, Forms and Policy Management, Records Management and additional Administrative Support Serve Functions and Customer Service Roles. This integral role requires (list attributes of the potential candidate and ensures the needs of the Military Division are met.

Strong digital and physical organizational skills. The ability to write concisely, prepare and manage correspondence, answer phones and emails accordingly. The ability to work both independently and as a member of a team. As a member of the Administrative Services team, it is our job to provide comprehensive guidance, direction, and operational assistance in publications and forms management, print services, records management, and postal operations. We are dedicated to ensuring efficiency, accuracy, and excellence in all administrative services supporting the MANG communication and documentation needs with integrity and professionalism. Through innovative solutions and a commitment to quality, we aim to facilitate seamless processes, enhance productivity, and uphold the highest standards of service.  

The ideal candidate will have experience with Microsoft Office Suite applications, especially MS Sharepoint. They will have strong communication, organization skills and customer service experience.

Duties and Responsibilities (these duties are a general summary and not all-inclusive)

Records Management:

• Develop and implement records management policies and procedures for the Massachusetts Army National Guard.
• Ensure compliance with legal, regulatory, and organizational requirements.
• Manage physical and digital records, including scanning, archiving, and indexing.
• Monitor records retention schedules and oversee secure disposal of outdated records.
• Assist Massachusetts Army National Guard personnel with locating and retrieving records efficiently.
• Conduct training sessions for Massachusetts Army National Guard personnel on proper records management.
• Meets all National Archives records requirements, utilizes electronic repository systems as necessary.
• Coordinates all aspects of records lifecycle from collection to destruction.
• Assists Records Manager when required.

Mail Management:

• Operates electronic postal processing equipment for outgoing mail on a daily basis.
• Ships packages by other commercial vendors as required to support mail missions.
• Electronically captures accounting data for management reports on numerous accounts via data inputs per parcel mailed or shipped.
• Spot checks all outgoing mail to ensure authority, proper postage based on contents and weight, etc. 

Printing:

• Determines appropriate print source utilizing mandatory sources including in-house multifunction devices and partnering organizations.
• Maintain communications with outside sources and vendors and ensure proper usage as regulations and guidance changes.
• Ensure proper levels of supplies on hand for printing in house and proper functionality of device.

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