The Applications Processing Coordinator is a crucial position for the Program. To be successful in this position, candidates must be detail-oriented, thrive in a fast-paced environment and be customer-service focused with outstanding interpersonal and communication skills.
The Applications Processing Coordinator coordinates the day-to-day activities associated with the processing of Independent Testing Laboratory, Registered Marijuana Dispensary (RMD), and Caregiving Institution applications from organizations that wish to apply for a Certificate of Registration with the Medical Use of Marijuana Program (Program), and other applications as needed.
Related activities include organizing, processing, tracking, and reviewing application materials. The Applications Processing Coordinator assists in the reviewing of application responses for completeness and adherence to applicable laws, regulations, guidance documents, and Department protocols. This individual coordinates directly with applicants to obtain missing or revised application information, and answers questions and provides information to applicants regarding application and regulatory requirements. The Applications Processing Coordinator prepares for weekly application meetings by working closely with appropriate staff to contribute to the agenda, prepare needed materials, take notes during the meeting, and complete all follow-up activities. Performs related work and other duties as assigned.
Please Note:
In accordance with St. 2017, c.55, the Program, including this position, will be transferred to the Cannabis Control Commission (Commission) on or before December 31, 2018. The Commission regulates the adult-use marijuana program, which is governed by G.L. c. 94G, and 935 CMR 500.000. Representatives of the Commission will be involved in the hiring process for this position and materials submitted by candidates in connection with their applications may be shared with Commission representatives solely for the purpose of evaluating their candidacy.
Duties and Responsibilities:
- Thorough and timely tracking, processing, and prioritizing incoming applications and stages of review.
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Reviews applications and renewals for completeness and meeting minimum requirements set forth in law, Department regulations and guidance documents.
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Coordinates with relevant internal and external parties when necessary for application review.
- Coordinates internal and external communications.
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Prepares written summary of application review findings and recommended action.
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Drafts written requests for information to applicants to obtain additional information during application review processes.
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Handles and processes calls, emails, and applications.
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Makes recommendations for changes in application processing procedures and devises methods for completing day-to-day responsibilities.
- Responds to inquiries from Program staff and external stakeholders, including applicants, to provide information concerning application processes.
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Provides technical assistance to the RMD Applications Manager concerning the applications processing function in the Program in order to exchange information, resolve problems and ensure compliance with established policies, procedures and standards.
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Attends meetings, maintains records, and prepares correspondence and reports.
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Assists public records liaisons in fulfilling public records requests.
Skills:
- Strong analytical, verbal and written communication skills with a focus on providing exceptional customer service to internal and external contacts.
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Detail-oriented with ability to develop systems for maintaining accurate records.
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Experience with application process management, review and program planning.
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Ability to exercise sound judgement and exercise discretion in handling confidential information.
- Strong attention to detail with the ability to multi-task and remain organized in a fast-paced work environment.
- Ability to understand, explain and apply the laws, rules, regulations, policies and procedures of the Program.
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Ability to analyze information, records and data and draw conclusions in order to make appropriate recommendations.
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Proficient in Microsoft Word, Excel, Access, and Outlook.
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Ability to follow written and oral instructions.
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Ability to establish and maintain harmonious working relationships with others.
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Ability and openness to adjust to varying or changing situations to meet emergency or changing program requirements.
Agency Mission:
The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.
We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.
DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.
https://www.mass.gov/orgs/department-of-public-health
Total Compensation:
As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:
- 75% state paid medical insurance premium
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Reasonable Dental and Vision Plans
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Flexible Spending Account and Dependent Care Assistance programs
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Low cost basic and optional life insurance
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Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
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11 paid holidays per year and competitive Sick, Vacation and Personal Time
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Tuition Remission for employee and spouse at state colleges and universities
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Short-Term Disability and Extended Illness program participation options
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Incentive-based Wellness Programs
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Professional Development and Continuing Education opportunities
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Qualified Employer for Public Service Student Loan Forgiveness Program
Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
For questions, please contact Health Human Resources at 1-800-850-6968.
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) 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.
Substitutions:
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.*
- Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.