Administrative Systems Coordinator

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DIVISION: Affirmative Action

DEPARTMENT: Affirmative Action

UNION/GRADE: Unit 1C/Grade

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BASIC PURPOSE:

Assists in labor relations matters, administrative tasks, inventory control, record keeping, development and implementation of various computer software programs. Provides a range of possible duties, but will not necessarily perform all the duties listed below.

SUPERVISION RECEIVED:

Works under the general supervision of the location Director, Deputy Director, or Manager.

SUPERVISION EXERCISED:

Exercises supervision over assigned entry-level and clerical employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages all administrative activities such as payroll, accounting, inventory control and purchasing of items including equipment, supplies, and materials.
• Assists in the dissemination, direction and implementation of administration policies and procedures.

• Assists in yearly budget requests and manages databases for current expense budget for accounts and to-date reporting or expenditures. Answers quarterly variance questions and all other related budgetary questions.

• Coordinates the implementation of and manages the efficient use of the computerized programs in accordance with Authority policies and procedures.

• Under the supervision of the supervisor, reviews professional services invoices to verify the accuracy of data submitted and cross references data against contract documents. Assists in setting up detailed spreadsheets used to track contract data such as overhead rates, contract hourly rates, fees and salaries. Enters and updates spreadsheet data as necessary to maintain the accuracy of contract invoice details.

• Reviews assigned employee performance in accordance with Authority Policies and Procedures.

• Coordinates the preparation of documents, reports, etc. for all administrative, human resources, payroll, and inventory functions.

• Performs all secretarial duties such as correspondence, telephones, files, calendar, conferences etc.

• Develops and implements computer generated work order systems and coordinates some with material requirements.

SECONDARY DUTIES:

• Coordinates special projects as needed.

• Performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

• A two (2) year undergraduate degree, bachelor of arts or bachelor of science or related field; and

• Organizational and administrative skills as attained through four (4) to seven (7) years 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
• Demonstrated experience in planning, organizing, and supervising projects.
• Excellent analytical, interpersonal, oral and written communication skills.

SPECIAL REQUIREMENTS:

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 equipment as normally associated with the use of telephone, personal computers including word processing and other software, copy 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, genetics, or veteran status.