DIVISION: Executive, Administration, Operations, Law, Finance

DEPARTMENT: Deer Island, Clinton, Engineering & Construction, Operations Administration, FOD Administration, Finance Director's Office, Treasury, Operations Planning, Laboratory Services, Law, Public Affairs, Human Resources, MIS, Procurement

UNION/GRADE: Unit 1/Grade 15

BASIC PURPOSE:

Provides secretarial and administrative support within their department. This description provides a range of possible duties but the incumbent will not necessarily perform all the duties listed below.

SUPERVISION RECEIVED:

Works under the general supervision of the departmental Director, Manager, Supervisor, or Administrative Assistant.

SUPERVISION EXERCISED:

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• • Composes and edits correspondence, reports and other materials on word processor; assists the management in the preparation of reports, logbooks, agendas and special projects.
  • Attends department meetings, including meetings covering grievance resolution and collective bargaining strategy, takes notes and transcribes materials as needed
  • Maintains log of invoices and prepares requisitions for various equipment and supplies; maintains files including invoices, attendance records and performance appraisals.
  • Greets and welcomes visitors/job applicants. Answers telephone, processes information requests, records messages and routes calls, opens and distributes mail.
  • Enters Request for Material, Invoice Vouchers and Receiving entries in the accounting system. Researches and logs vendor inquiries to ensure prompt replies to vendor.
  • Schedules appointments, meetings, conferences, and workshops and makes travel arrangements; prepares travel and expense reports.
  • Records, updates, and tracks files using databases management system or spreadsheets as required
  • Coordinates mass mailings.
  • Maintains a log of all personnel paperwork and tracks its progress through final approval. Processes timesheets, personnel actions, and performance reviews as necessary. Supports timesheet collection and entry of information into the time system. May distribute checks.
  • Serves as a backup for the Executive Secretary as needed.

SECONDARY DUTIES:

• Performs other related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

• Knowledge of administrative and secretarial procedures as normally attained through a two (2) year secretarial or business school program; and
• Understanding of administrative and office procedures as acquired through a three (3) to five (5) years secretarial/administrative experience; or
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

• Demonstrated proficiency in Microsoft Office products including Outlook, Word and Excel. Some knowledge of PowerPoint is preferred.
• Excellent communication and interpersonal skills.

SPECIAL REQUIREMENTS:

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.

TOOLS AND EQUIPMENT USED:

Office machines as normally associated with the use of telephone, personal computer, including word processing and other software, copy and fax machine.

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 functions.

While performing the duties of this job, 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 occasionally required to stand and walk.

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, and the ability to adjust.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions 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.

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.