Administrative Systems Coordinator (Operations Administration/Environmental Quality/Planning)

POSITION: Administrative Systems Coordinator (Operations Administration/Environmental Quality/Planning)

DIVISION: Operations

DEPARTMENTS: Operations Administration, Environmental Quality, Planning and other departments as needed

UNION/GRADE: Unit 1/Grade 20

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BASIC PURPOSE:

Performs administrative tasks, filing and recordkeeping. Assists in the development of hiring packages, processing travel authorizations and reimbursement requests, development and implementation of various tracking mechanisms, and other administrative tasks.

SUPERVISION RECEIVED:

Works under the direct supervision of the Manager, Policy and Planning Support. May also support the Director, Environmental Quality, the Director, Planning and Sustainability, and other Division and Department Directors in Operations based on assignment.

SUPERVISION EXERCISED:

May exercise supervision over assigned entry-level and clerical employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs administrative duties, filing and recordkeeping.
• Manages the tracking of vacancies, appointments, position changes, and lateral moves on a day-to-day basis for all of Operations.
• Assists Managers in creation and organization of hiring packages for Operations Division by tracking all new requisitions and job postings. Assists with scheduling interviews.
• Drafts selection criteria for vacant positions consistent with required qualifications in job descriptions for review by Operations hiring managers.
• Creates job requisitions in applicant tracking system (currently ApplicantPro software).
• Assists with the compilation of data necessary to complete the MWRA's monthly and quarterly key performance indicators submissions for assigned departments (respectively, the Yellow and Orange Notebook Management Indicator Reports).
• Assists with the upkeep and distribution of organization charts for the Operations Division, ensuring that they represent the division's current organizational structure.
• Assists Managers and Department Directors with tasks as needed.
• Files and tracks performance reviews and telework forms for all departments under the Deputy Chief Operating Officer, maintaining all records in a confidential manner.
• Manages administrative activities such as timesheet adjustments, travel authorizations, reimbursement requests, accounting, inventory control and purchasing of items including equipment, supplies, and materials.
• Assists in the dissemination, direction and implementation of administration policies and procedures.
• Coordinates the preparation of documents, reports, etc. in support of administrative, human resources, payroll, and inventory functions.
• Assists with training of department staff on Authority-wide tools and processes, such as WebEx, Lawson, Travel Authorization and Reimbursement policies, etc.
• Performs administrative duties such as typing and drafting correspondence, utilization of telephones, maintenances of files and calendars, arranging conferences, meeting scheduling, etc.
• Provides administrative support and assistance to other departments as directed.

SECONDARY DUTIES:

• Performs special projects as directed.
• Performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

• An Associate's degree or higher; and
• Organizational and administrative skills as attained through at least four (4) years of experience; or
• Any equivalent combination of education or experience.

Necessary Knowledge, Skills and Abilities:

• Demonstrated proficiency in Microsoft Office products including Outlook, Word, Excel, Access and PowerPoint.
• Familiarity of database and HRIS software.
• Knowledge of Adobe Acrobat Professional.
• Experience using web conferencing and collaboration tools such as WebEx.
• Demonstrated experience in planning, organizing, and supervising projects.
• Excellent analytical, interpersonal, oral and written communication skills.
• Ability to maintain confidentiality.
• Ability to handle assignments from multiple departments.

SPECIAL REQUIREMENTS:

A valid Class D Massachusetts Motor Vehicle Operator License is strongly preferred for occasional travel to other MWRA work sites.

Must have successfully completed the MIS and professional development-related ACP requirements for this position. If no qualified ACP certified applicant applies for the position, the selected candidate will have 6 months to complete the ACP program.

TOOLS AND EQUIPMENT USED:

Office machines as normally associated with a professional office environment, including the use of telephones, personal computers, word processing and other software, email, videoconference applications, copiers, scanners and fax machines.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

While performing the duties of this job, the employee is regularly required to sit, talk or hear. The employee is regularly required to use hands to finger, handle, feel or operate objects, including office equipment, or controls and reach with hands and arms. The employee frequently is required to stand and walk.

The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is usually a moderately quiet office settings.

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.