Administrative Coordinator

DIVISION: Operations

DEPARTMENT: Operations Administration

UNION/ GRADE: Unit 1/Grade 18

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BASIC PURPOSE:

Provides administrative support and assistance to the Director, Manager, and/or departmental staff. This 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 Department Director or Manager.

SUPERVISION EXERCISED:

May exercise supervision over temporary or assigned entry-level and clerical personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists the Manager of the department in dissemination and implementation of administrative policies and procedures relative to personnel, budget, finance, payroll, purchasing and other administrative matters.
• Updates and implements changes of all departmental personnel records as needed including the completion, submittal and follow-up of necessary MWRA forms. Supervises, inputs and maintains timekeeping and payroll for the department.
• Schedules and prepares personnel hiring, benefits, salary increases and/or promotion documents. Refers managers and employees to union contract provisions Human Resources policies and Procedures. Directs complex issues to HR Labor Relations.
• Assists with the planning and implementation of MWRA outreach efforts, including meetings, conferences, facility tours and related workshops.
• Develops and maintains department database management, spreadsheet filing systems, all and all-departmental files as required.
• Purchase departmental supplies and monitor's expenses. Compiles and reviews spending reports.
• Maintains Director's/Manager's schedule and appointments and is responsible for any administrative support needed.
• Responds to public information requests.
• Reviews and prepares monthly accrual information and inputs into computer systems.
• Receives and distributes mail. Composes routine correspondence.

SECONDARY DUTIES:

• Performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

• A two (2) year college program in business administration, business management, finance, public administration or a related field; and
• Understanding of personnel, payroll and procurement and administrative policies as acquired by at least three (3) years of related experience; or
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

• Demonstrated skills in Microsoft Word, Excel, Access, PowerPoint, and Outlook are required. Knowledge of financial software programs is highly desirable.
• Knowledge of MWRA Administrative Policies and Procedures including hands-on experience with payroll and personnel processing.
• Ability to work with minimal supervision in a fast-paced environment.
• Demonstrated strong organizational, verbal, and written communications skills required.

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 computer including word processing and other software, copy and fax machine.

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 functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools or controls and reach with hands and arms. The employee frequently is required to sit and talk or hear. The employee is occasionally required to walk; stand; climb or balance; stoop, kneel, crouch, or crawl; taste or smell.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, peripheral 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 frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts, and is occasionally exposed to wet and/or humid conditions and vibration. The employee occasionally works in high precarious places and is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals and risk of electrical shock.

The noise level in the work environment is usually loud in field settings and moderately quiet in an office setting.

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.