[SEMCO] Fiscal Admin Asst Opening at WBNERR

[Tompkins, Laurie (DCR)]

Fiscal Administrative Assistant 

Overview:

This position provides administrative support to the manager and staff
of the Waquoit Bay National Estuarine Research Reserve. Acts as liaison
with the Massachusetts Department of Conservation and Recreation and the
Estuarine Reserves Division of NOAA and manages all aspects of fiscal
operations in accordance with both Federal and State policies and
procedures. Prepares written correspondence, grant reports, maintains
internal tracking systems, reviews documents and manages the clerical
functions for the Reserve Manager and reserve staff.  

 

 

Responsibilities:

Fiscal Management - 60%

*         Prepare various documents and process financial transactions
in the Massachusetts Management Accounting and Reporting System (MMARS)

*         Monitor spending for awards and grants

*         Procures goods and services according to government procedure

*         Assist with the resolution of payment and encumbrance
problems. 

*         Develop and maintain accounting records for the purpose of
tracking Federal grants and accounts using Excel

*         Prepare fiscal reports and statistical analysis as needed

*         Research and prepares RFR's  as needed

*         Prepares and executes contracts

*         Assist Reserve Manager with annual Federal grant application,
prepares reports semi-annually

*         Attend fiscal, DCR regional and DCR/Administration meetings as
needed

*         Act as liaison between WBNERR and vendors

 

Office Management - 10%

*         Responsible for the general operation of the office including
all office equipment

*         Coordinate facilities projects at the request of the Manager

*         Maintain the Directors calendar and ensure preparedness for
meetings.

*         Assist in the organization and administrative support
including word processing, file management and ensures effective office
management

*         Attends meetings, maintains files and records, prepares
reports, spreadsheets and charts

 

Personnel - 20%

*         Maintains personnel records

*         Prepare and records weekly payroll records

*         Work with Boston DCR HR for employment postings, placements of
employment ads, arranging interviews

*         Conduct new employee orientation

 

Public Use - 10%

*	Handle all administrative aspects of Washburn Island camping
such as:

*         Ensure all ParkOffice documentation and campground management
procedures are conspicuously posted and readily available to staff.
*         Maintain a daily connection to ReserveAmerica via ParkLink
throughout the year.
*         During the main camping season, facilitate the nightly backup
of CampMA database via procedures set by DCR MIS.
*         Ensure park's ReserveAmerica inventory is accurate and
reflects the upcoming season's dates and reservation/walk-in ratio.
*         Responsible for the proficient collection, accurate accounting
and timely reporting of all facility revenue in accordance with current
policies and procedures. 

*	Act as an information officer to the visiting public
*	Assist in composition of MOU's with partnering organizations
*	Assign meeting space for internal and external groups
*	Route, respond to, and manage the general telephone messages 

 

Perform related work as required        

 

Qualifications Required at Hire:

*         Significant experience with Windows 2000, NT, and '98
operating systems, databases (MS Access), MS Office applications

*         Knowledge of purchasing systems, budgeting, accounting, record
management

*         Ability to perform calculations using formulae, prepare and
use charts, graphs, and tables

*         Ability to prepare and understand fiscal reports, analyze and
draw conclusions, and make recommendations

*         Knowledge of federal grant management, contract management,
personnel management and program management

*         Excellent written and oral communication skills 

*         Ability to supervise 

*         Ability to work with the public and volunteers

*         Ability to work on multiple tasks in a busy environment 

*         Willingness and patience to learn necessary skills and train
staff

*         Well-organized and enjoy working with people

*         Must be able to work independently and as part of a team. 

*         Able to handle several projects at once with a sense of humor

*         Preferred knowledge and skills includes interest and knowledge
of coastal environmental issues, an understanding of the MMARS, and
previous experience in the states administrative processes, including
the Commonwealth's Accounts Payable and Procurement regulations.

 

Preferred Experience:

Three years of pull-time or equivalent part-time, professional
experience in office management, office administration, business
administration, or business management, the major duties of which
included several of the following functions: budgeting, accounting,
records management, personnel management, purchasing, grants management,
or contract administration.

 

Applicants:

Interested persons should respond in writing, accompanied by a resume, a
DEM application and 3 references no later than 5:00 p.m. on November 11,
2004:

 

Johanna Zabriskie, Acting Director of Human Resources

Department of Environmental Management

251 Causeway Street

Suite 600-700

Boston, MA 02114

 

Candidates that do not submit all of the requested information, in
particular, the DEM application, will not be considered for this
position.  Applications are available on the DCR website at:
http://www.mass.gov/dcr/employment.htm

 

Please make reference to the posting ID # when responding to this
announcement.

Department of Conservation and Recreation is an Equal Opportunity
Employer

 

 

 

 

Laurie L. Tompkins

Event & Volunteer Coordinator

Waquoit Bay National Estuarine Research Reserve

P.O. Box 3092

Waquoit, MA 02536

Phone 508-457-0495 x108

Fax 617-727-5537 

 

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