Bureau of Pool and Waterfront Safety Administrative Coordinator Details

Bureau of Pool and Waterfront Safety Administrative Coordinator

Department of Conservation & Recreation - Boston, MA

Employment Type : Full-Time

About the Department of Conservation and Recreation:

The Department of Conservation and Recreation manages one of the largest and most diverse state parks systems in the nation and protects and enhances natural resources and outdoor recreational opportunities throughout Massachusetts. The DCR system includes over 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, skating rinks, trails, golf courses and parkways.

The Department of Conservation and Recreation seeks qualified applicants for the position of Program Coordinator III – Bureau of Pool and Waterfront Safety Administrative Coordinator. The Department of Conservation and Recreation is reorganizing the existing Aquatics Division into a new Bureau of Pool and Waterfront Safety. This position will play a critical role in this new structure. Salary Range: $68,016.52 to $98,517.12.

This position oversees the day-to-day administrative functions of the Bureau of Pool and Waterfront Safety, provides technical assistance and advice to the Bureau Chief and Program Managers, prepares the seasonal personnel roster for and recruits and hires pools and waterfront lifeguards and staff, prepares and submits the Bureau’s budget and spending plans, procures goods and services, and maintains all fiscal and human resource records.

Duties

• Responsible for various office management, personnel and fiscal related duties for the Bureau.

• Supervise the fiscal and human resource work performed by Bureau staff and monitor for fiscal and HR compliance

• Prepare yearly budget and spending plan for the Bureau of Pool and Waterfront Safety oversee area spending and budget control.

• Supervise and oversee all processing of invoices for all accounts payable.

• Responsible for encumbering and tracking operating, deferred maintenance, capital and special project funding.

• Review, sign, approve and schedule payment documents and enter payment documents into MMARS for payment to vendors.

• Reviews and analyzes financial reports and other documents in order to determine projected expenditures and prepare Bureau budget requests.

• Provides technical assistance to Bureau staff, contractors, vendors and others concerning policies, guidelines and established procedures concerning business/fiscal matters in order to provide information and ensure compliance with established standards.

• Maintain accurate account records by checking vendor codes for bills to be paid, reconciling encumbrances on a monthly basis, entering encumbrance documents into MMARS system and checking on active master agreements in MMARS.

• Act as a liaison for accounting and disbursement of trust funds and law enforcement details.

• Prepares and submit procurement solicitation documents such as RFQ’s and RFP’s via CommBuys.

• Prepare forms for bid items, open bids and complete award notifications.

• Responsible for ensuring that the Bureau hiring process is complete according to agency protocols through MassCareers for full-time and seasonal employment.
• Oversee and monitor the maintenance of Bureau payroll records, personnel, papers for year round and seasonal personnel and prepare weekly payrolls and payroll logs.

• Oversee processing of employment papers for seasonal and year-round staff, termination papers on seasonal and year-round staff and development and maintaining region seasonal roster.

• Organizes the development of the Bureau seasonal roster for review and approval by Bureau Chief and in conjunction with HR and other agency staff. Analyze previous approved seasonal staffing levels and prepare reports, paperwork and charts for seasonal recall events within the Bureau.

• Maintain authorized access to HRCMS system for data entry/inquiries and oversee processing of paperwork for hires, transfers, promotions, etc.

• Oversee and provide guidance to ensure Employee Performance Review System (EPRS) are complete according to agency standards.

• Keep track of inventory, and order and distribute supplies to Bureau areas.

• Confers with agency staff in order to exchange information, to coordinate efforts and to obtain information concerning agency programs and activities.

• Responds to inquiries from agency staff and others in order to provide information concerning assigned agency programs.
• Provide on-the-job training and orientation for employees.
• Administer the procurement process of all IT needs, office equipment for the Bureau.
• Attend fiscal meetings, human resource meetings and others as assigned.

• Perform other duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE

• Knowledge of and familiarity with working with HRCMS, MMARS and MassCareers.

• Knowledge of databases including data entry, building and executing queries.

• Knowledge of computer relates skills: Microsoft Teams, Excel, Microsoft Word, Microsoft Access.

• Ability to work in a multi-faceted, fast paced team environment.

• Ability to be a self-starter, working with minimal supervision.

• Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts.

• Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations.

• Ability to gather information through questioning individuals and by examining records and documents.

• Ability to determine proper format and procedures for assembling items of information.

• Ability to maintain accurate records.

• Ability to prepare various reports.

• Ability to communicate effectively in written and oral expression.

• Ability to deal tactfully with others.

• Ability to establish and maintain harmonious working relationships with others.

• Ability to exercise sound judgment.

• Ability to exercise discretion in handling confidential information.

Qualifications First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.
Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
Official Title : Program Coordinator III Primary Location : United States-Massachusetts-Boston - 251 Causeway Street Job : Administrative Services Agency : Department of Conservation & Recreation Schedule : Full-time Shift : Day Job Posting : Feb 17, 2022, 8:26:02 AM Number of Openings : 1 Salary : 66,682.98 - 96,585.32 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Melixzam Esenyie - 6176261282 Bargaining Unit : 06-NAGE - Professional Admin. Confidential : No