Administrative Systems Coordinator

Massachusetts Water Resources Authority•Chelsea, MA

5d•Hybrid

About The Position

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

Requirements

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.
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.
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.

Nice To Haves

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

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.
Coordinates special projects as needed.
Performs related duties as required.