Program Coordinator I

AGENCY OVERVIEW:

The Division of Administrative Law Appeals (DALA) is an independent adjudicatory agency within the Commonwealth of Massachusetts that conducts impartial, due process hearings for state administrative agencies. DALA provides a neutral forum for individuals and entities exercising their statutory right to appeal decisions made by other Massachusetts state agencies. Through its quasi-judicial functions, DALA ensures fairness, transparency, and consistency in administrative decision-making, safeguarding the procedural rights of appellants while supporting agencies in the lawful administration of their programs.

DEPARTMENT OVERVIEW & POSITION SUMMARY:

The General Jurisdiction Unit (GJU) of the Division of Administrative Law Appeals (DALA) adjudicates a broad range of administrative appeals across multiple state agencies. Within the GJU, the Program Coordinator I serves as a key operational and administrative leader responsible for coordinating case management, supporting Administrative Magistrates, and ensuring the efficient processing of appeals.

Working in a quasi-judicial environment under court protocol, the Program Coordinator I manages adjudicatory workflows, maintains official records, oversees technical processes, and ensures compliance with statutory and regulatory requirements. The role requires strong organizational skills, technical proficiency, sound judgment, and effective collaboration with Division personnel and parties who appear before DALA.

The position requires exceptional organizational ability, strong technical proficiency, sound independent judgment, and consistent collaboration with internal staff and partner agencies.

KEY RESPONSIBILITIES:

• Perform administrative and assistant-level duties within an Administrative Appeals office operating under court protocol.
• Greet visitors, vendors, and parties, check in litigants for hearings and conferences.
• Receive incoming calls and respond to routine inquiries, providing procedural guidance to attorneys, paralegals, pro se litigants, and agency representatives regarding filing appeals, motions, continuances, and related matters.
• Docket all incoming documents into Time Matters; open, sort, stamp, docket, and distribute pleadings received via mail, UPS, fax, hand delivery, and online filing.
• Enter and manage documents in the agency database and distribute them to appropriate magistrates.
• Monitor and manage online filings, respond to filing inquiries, review submissions, enter filings into the database, and record associated fee payments.
• Enter all new appeals into the database, including newly assigned case types such as DPPC, Department of Fishery and Wildlife, DPH Nursing Licensure, Marijuana cases, Retirement Plus (MTRS), and TARP (Boston Retirement System).
• Maintain accurate docketing as case volume increases, particularly in retirement-related appeals.
• File away closed cases.

• Assist management with outreach to agencies and retirement boards to obtain required documents and responses.
• Support magistrates by contacting parties to obtain documentation or provide procedural instructions.
• Return non-compliant filings with standardized correspondence and filing instructions; when necessary, scan and distribute documents to all parties to ensure proper service.
• Provide clerical and procedural support to management and magistrates.
• Train temporary staff on database usage and DALA protocols.

• Utilize and maintain office equipment, including copy machines, printers, and postage meters; replace cartridges and replenish supplies as needed.
• Print, copy, mail, and file appeal documents in accordance with established procedures.
• Maintain accurate records and ensure proper distribution and service of decisions and filings.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Administrative Law Appeals principles, statutes, regulations, and state-level policies.
• Experience communicating effectively with the public and public officials, including the Attorney General’s Office.
• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint).
• Ability to maintain accurate and detailed records in a high-volume adjudicatory environment.
• Strong written and verbal communication skills, with the ability to present information clearly and logically.
• Ability to develop and maintain strong collaborative relationships with internal staff and external partners.
• Ability to maintain accurate records.
• Ability to work independently.
• Ability to adapt to varying work situations.