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State of Massachusetts Seasonal Office Support Specialist II Summer 2020 in Boston, Massachusetts

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.

DCR is seeking candidates for the position of Office Support Specialist II, specializing in Human Resources functions.

The duties and responsibilities of this position are:

-Responsible for supporting personnel related duties for the region; primarily including payroll and personnel functions for year round and seasonal personnel. Secondarily supporting fiscal related duties such as submitting encumbrance and payment documents and tracking MMARs for vendor payments.

-Provide administrative support to assigned personnel. Compose letters/reports and review documents for completeness, content and compliance with regulatory and legal standards.

-Review, analyze and prepare reports concerning assigned unit activities in order to improve work methods, determine progress, revise established procedures and/or provide information to superiors.

-Maintain liaison with various local, state and federal agencies and others to exchange information, to resolve problems and to coordinate activities.

-Conduct research. Confer with agency staff in order to exchange information, to coordinate efforts and to obtain information concerning agency programs and activities.

-Monitor activities at the Regional Office to ensure effective operations and compliance with established standards.

-Supervise the work performed of and assigned to clerical or technical personnel.

-Respond to inquiries in order to provide information concerning assigned unit activities.

-Schedule and attend meetings. Maintain electronic meeting and event calendars.

-Uses computer software or databases to prepare reports and compile data.

-Create and maintain database, spreadsheet and word processing files.

-Respond to inquiries and provide information to internal and external contacts.

-Coordinate unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).

-Ensure office activities are operational and in compliance with standards or guidelines.

-Act as liaison with local, state and federal agencies to exchange information and coordinate activities.

-Responsible for responding to phone calls and directing calls to appropriate personnel and/or resolving issues pertaining to calls.

-Responsible for organizing and upkeep of detailed filing systems and/or file rooms.

-Oversee the coordination of office activities, meetings and events.

-Provide training to newly hired employees.

-Provide guidance and supervision to subordinate personnel.

-Perform other related duties as assigned.

Preferred Qualifications:

-Familiarity with HRCMS system for data entry/inquiries and oversee processing of paperwork for hires, transfers, promotions etc.

-Familiarity with 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.

-Knowledge of and familiarity with working with HRCMS and MMARS.

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

-Knowledge of computer related 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 establish and maintain harmonious working relationships with others.

-Ability to exercise discretion in handling confidential information.

-Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management.

-Ability to communicate effectively. Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence. Ability to use proper grammar, punctuation and spelling. Ability to prepare documents and reports accurately.

-Ability to make recommendations and to multi-task and prioritize.

-Ability to assist customers of diverse backgrounds.

-Ability to follow guidelines and procedures.

-Ability to work independently and in teams.

Organizational skills.

-Based on assignment, the ability to supervise and assign work effectively.

-Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned agency or unit activities.

-Knowledge of the types and uses of agency databases, documents and files.

-Knowledge of state laws, procedures and guidelines

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Minimum Entrance Requirements:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.

II. An Associate’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 experience.

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

Educational substitutions will only be permitted for a maximum of two years of the required experience.

Position Information:

Start Date: 04/05/2020

End Date: 10/31/2020

Location: 165 William J. Day Blvd., South Boston

Correction Bi-Weekly Salary $1953.62

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate’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 experience.

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

Educational substitutions will only be permitted for a maximum of two years of the required experience.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Job: *Administrative Services

Organization: *Department of Conservation & Recreation

Title: Seasonal Office Support Specialist II Summer 2020

Location: Massachusetts-Boston-165 William J. Day Blvd

Requisition ID: 2000020L

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