Administrative Coordinator

Administrative Coordinator

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.

Key Responsibilities

• Assists the Manager of the department in dissemination and implementation of administrative policies and procedures related 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 data 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.
• Performs related duties as required.

Required Qualifications

• An associates degree in any 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 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.
• A driver's license is required.
• May be eligible for up to two days/week telework after initial waiting period.

Knowledge 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 is preferred.
• Ability to work with minimal supervision in a fast-paced environment.
• Demonstrated strong organizational, verbal, and written communications skills.

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 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 regularly works in an office environment. The noise level in the work environment is usually a moderately quiet office setting.

Supervision Received and Exercised

Works under the general supervision of the Department Director or Manager. May exercise supervision over an intern or entry-level clerical personnel.

Other Position Information

PCR: 2910006

Division: Operations

Department: Clinton

Union/Grade: United Steelworkers Local 9358 (Unit 1)/Grade 18

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.