Assistant Manager, Operations Administration

Massachusetts Water Resources Authority•Chelsea, MA

1d•Hybrid

About The Position

The Massachusetts Water Resources Authority (MWRA) is seeking an Assistant Manager, Operations Administration to support the Chief Operating Officer, Deputy Chief Operating Officers, and Manager, Operations Administration. This role involves administrative tasks, technical support, coordination of efficiency improvements, communication, and special projects. The MWRA is a mission-driven organization focused on public health and environmental protection, delivering high-quality drinking water and investing in vital public resources.

Requirements

Administrative and analytical skills as normally attained through a Bachelor's degree in business management, public administration or related field; and Understanding of division level organizational and administrative procedures and skills as attained through five (5) years of progressively responsible experience; or Any equivalent combination of education or experience.
A Massachusetts Class D Driver's license (or equivalent) is required for travel between MWRA locations.
Strong computer skills and proficiency in Microsoft Office Suite and virtual meeting platforms.
Demonstrated excellent organization, oral and written communication skills.
Ability to maintain confidentiality.

Responsibilities

Provides administrative support to the Manager, Operations Administration, the Chief Operating Officer, and Deputy Chief Operating Officers and coordinates all administrative activities.
Provides all necessary business support through a thorough knowledge of the practices and principles of office management.
Works with administrative staff from other departments.
Develops and prepares reports and agendas for the Division Director such as staff summary up-dates, staff meeting agendas, travel logs, etc.
Approves timesheets in the absence of the Chief Operating Officer and Deputy Chief Operating Officers.
Attends meetings with division/department/unit management, staff and budget meetings, etc., and as appropriate performs assigned reporting tasks.
Assists the Manager, Operations Administration, Chief Operating Officer, Deputy Chief Operating Officers in the preparation of reports, agendas and special reports.
Assists the Division Director and Deputy Directors in tracking inquiries from and providing information to the Advisory Board, Wastewater Advisory Committee (WAC) and other outside agency staff and members and coordinates follow-up with appropriate Authority staff as needed.
Supports the Chief Operating Officer and Deputy Chief Operating Officers in promoting internal communication between the Division and the Departments.
Coordinates and/or supports special projects, at the direction of the Manager, Operations Administration, Chief Operating Officer, and Deputy Chief Operating Officers.
Assists in outside meetings by preparing information, keeping accurate minutes and coordinating follow-up activities and meetings.
Schedules meetings for the Manager, Operations Administration, Chief Operating Officer, and Deputy Chief Operating Officers.
Responsible for tracking and routing all documents signed by the Chief Operating Officer, including Board, Delegated and Purchasing staff summaries, requisitions, sole source forms, and other procurement documents, and distributing them to the appropriate staff when completed.
Maintains an accurate database indicating the custodian department throughout the process.
Assists in reviewing, formatting and editing memoranda and staff summaries from various departments prior to signature by the Chief Operating Officer.
Assists in the development, coordination and implementation of all administrative policies and procedures associated with the Chief Operating Officer's office.
Assists in compiling and editing the annual accomplishments of the Operations Division.
Reviews all out-of-state travel requests prior to Chief Operating Officer's approval.
Reviews post-travel expenses for completeness and accuracy.
Reviews IT requests requiring Chief Operating Officer's approval.
Reviews and reports on overtime usage in the Operations Division.
Provides administrative support for the Uniform Purchase Card program.
Performs related duties as required.