Human Resources Administrative Systems Coordinator (General HR)

at  Massachusetts Water Resources Authority

DIVISION: Administration
DEPARTMENT: Human Resources
UNION/GRADE: Confidential Unit 1/ Grade 20
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MINIMUM QUALIFICATIONS:

Education and Experience:

• An Associate’s degree or equivalent program; and
• Understanding of administrative and office procedures as acquired through at least four (4) years of administrative experience; or
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

• Demonstrated proficiency in Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, and Access.
• Experience with a human resources information system (HRIS). Experience with Lawson preferred.
• Knowledge of Adobe Acrobat Professional.
• Experience using web conferencing and collaboration tools such as WebEx.
• Excellent communication and organizational skills.
• Ability to maintain confidential information.

SPECIAL REQUIREMENTS:

Must have successfully completed the MIS and professional development-related Administrative Certification Program (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.

BASIC PURPOSE:

Provides comprehensive administrative support to the Human Resources Department. Implements standard procedures requiring a thorough knowledge of the department and its policies. Maintains correspondence, data and files. Performs tasks related to invoicing, timekeeping, purchase orders, requisitions, and contract administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains data records in the department’s electronic records system (Lawson) and physical files.
• Processes timesheets, personnel actions, telework forms, performance reviews, and other departmental records as necessary. Supports timesheet collection and entry of information into the time entry system.
• Responsible for the processing of all department invoices. Collects and prepares information needed to process department invoices, including but not limited to health and dental insurance, training vendor payments, unemployment insurance, employee assistance, and workers’ compensation.
• Enters purchase orders and contract administration information into the Lawson System and produces reports needed to monitor department purchase orders and contracts. Enters Requests for Materials, Invoice Vouchers and Receiving entries in the accounting system. Researches and logs vendor inquiries to ensure prompt replies to vendor.
• Tracks, monitors, and submits monthly budget accrual data.
• Serves as department timekeeper or backup timekeeper. Initiates payroll adjustments electronically as needed and advises HR Managers and Director, Human Resources of any changes.
• Posts internal and external employment opportunities. Distributes job posting announcements to MWRA departments and external organizations.
• Provides support for the Internship Program as needed.
• Answers telephone, processes information requests, and distributes mail.
• Records, updates, and tracks files using database management systems or spreadsheets as required.
• Coordinates department mass mailings, including but not limited to mail merges.
• Assists with record retention activities for the department.
• Performs special projects as directed by Director, Human Resources or HR department Managers May take notes at collective bargaining sessions, log grievances, and type/format collective bargaining proposals.
• Composes and edits correspondence, reports and other materials. Assists managers with the preparation of reports, logbooks, agendas, and special projects.

SECONDARY DUTIES:

• Performs other related duties as required.
• Occasionally attends new hire orientation and provides support with successful onboarding of new employees.