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, golf courses, skating rinks, trails and parkways.
The Department of Conservation and Recreation is seeking qualified candidates for the position of Regional Administrative Coordinator, (Program Coordinator III), South Region HQ, Milton, MA.
This position oversees the day to day operation of the South Region Headquarters in Milton and the administrative staff, provides technical assistance and advice to the Regional Director, assists in preparation of the seasonal personnel roster, prepares and submits the Region spending plan and assist District Managers in the development of area budgets and maintains all fiscal and human resource records.
-Responsible for various office management, personnel and fiscal related duties for the Region.
-Supervise the work performed by regional headquarters office/administrative staff and provide oversight to district and complex staff.
-In conjunction with District Managers, prepare yearly budget and spending plan for region and oversee area spending and budget control.
-Supervise and oversee all processing of bills for all accounts and responsible for encumbering and tracking capital and special project monies.
-Review, sign, approve and schedule regional 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 agency budget requests.
-Provides technical assistance to agency staff, contractors 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 regional liaison for accounting and disbursement of conservation trust funds and funding of law enforcement details.
-Prepares and submit RFR forms for bid items, open bids and complete award notifications.
-Responsible for ensuring that the hiring process is complete according to agency protocols through MassCareers for full-time and seasonal employment.
-Oversee and monitor the maintenance of regional 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 seasonal roster for review and approval by Regional Director and in conjunction with HR and other agency staff, act as regional liaison for distribution of names for seasonal positions. Analyze previous approved seasonal staffing levels and prepare reports, paperwork and charts for seasonal recall events within the Region.
-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 regional 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 Region.
-Attend fiscal meetings, human resource meetings and others as assigned.
-Perform other duties as assigned.
-Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
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 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.
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.
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.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.