Assistant Manager, Operations Administration
MWRA, Chelsea, MA, United States
Key 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 updates, 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 performs assigned reporting tasks as appropriate.
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.
Tracks and routes all documents signed by the Chief Operating Officer, including board, delegated and purchasing staff summaries, requisitions, sole source forms and other procurement documents, then distributes them to the appropriate staff when completed, maintaining an accurate database indicating the custodian department throughout the process.
Reviews, formats and edits memoranda and staff summaries from various departments prior to signature by the Chief Operating Officer.
Supports the development, coordination and implementation of all administrative policies and procedures associated with the Chief Operating Officer's office.
Compiles and edits the annual accomplishments of the Operations Division.
Reviews all out‑of‑state travel requests prior to Chief Operating Officer approval and reviews post‑travel expenses for completeness and accuracy.
Reviews IT requests requiring Chief Operating Officer 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.
Required Qualifications
Administrative and analytical skills as normally attained through a Bachelor's degree in business management, public administration or a related field; and
Understanding of division‑level organizational and administrative procedures and skills attained through five or more 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.
May be eligible to telework up to 50 percent after an initial waiting period.
Knowledge and Abilities
Strong computer skills and proficiency with Microsoft Office Suite and virtual meeting platforms.
Demonstrated excellent organization, oral and written communication skills.
Ability to maintain confidentiality.
Tools and Equipment Used
Office machines as normally associated with a professional office environment, including 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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions 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 sit and talk or hear. The employee is frequently required to stand, and walk. There are no requirements that weight be lifted or force be exerted in performing the duties of this job. Specific vision abilities required by this job include close 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 employee occasionally works near moving mechanical parts and is occasionally exposed to outdoor weather conditions. 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 Manager, Operations Administration. May provide functional supervision over administrative or professional staff on projects.
Salary
Salary: $89,627.52 – $131,817.68 per year.
Equal Employment Opportunity
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.
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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 updates, 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 performs assigned reporting tasks as appropriate.
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.
Tracks and routes all documents signed by the Chief Operating Officer, including board, delegated and purchasing staff summaries, requisitions, sole source forms and other procurement documents, then distributes them to the appropriate staff when completed, maintaining an accurate database indicating the custodian department throughout the process.
Reviews, formats and edits memoranda and staff summaries from various departments prior to signature by the Chief Operating Officer.
Supports the development, coordination and implementation of all administrative policies and procedures associated with the Chief Operating Officer's office.
Compiles and edits the annual accomplishments of the Operations Division.
Reviews all out‑of‑state travel requests prior to Chief Operating Officer approval and reviews post‑travel expenses for completeness and accuracy.
Reviews IT requests requiring Chief Operating Officer 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.
Required Qualifications
Administrative and analytical skills as normally attained through a Bachelor's degree in business management, public administration or a related field; and
Understanding of division‑level organizational and administrative procedures and skills attained through five or more 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.
May be eligible to telework up to 50 percent after an initial waiting period.
Knowledge and Abilities
Strong computer skills and proficiency with Microsoft Office Suite and virtual meeting platforms.
Demonstrated excellent organization, oral and written communication skills.
Ability to maintain confidentiality.
Tools and Equipment Used
Office machines as normally associated with a professional office environment, including 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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions 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 sit and talk or hear. The employee is frequently required to stand, and walk. There are no requirements that weight be lifted or force be exerted in performing the duties of this job. Specific vision abilities required by this job include close 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 employee occasionally works near moving mechanical parts and is occasionally exposed to outdoor weather conditions. 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 Manager, Operations Administration. May provide functional supervision over administrative or professional staff on projects.
Salary
Salary: $89,627.52 – $131,817.68 per year.
Equal Employment Opportunity
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.
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