Administrative Services Coord

Profile

Administrative Services Coord','210008YH','!*!1.  Oversees the general operation and activities of the main Reception Desk in the Crime Lab headquarters building by being responsible for visitor screening and registration, mail and shipping services, scheduling and coordinating conference and meeting room use, and providing planning and execution support for on-site events.

2. Serves as the primary point person for all fixed assets in the Crime Lab.  Assists with development, implementation and maintenance of the Fixed Asset Protocol for Grant Assets and Annual Fixed Asset training.  Inputs Crime Lab assets into the MSP Fixed Asset database.  Coordinates the Annual Fixed Asset Inventory for the entire Crime Lab system.

3.  Upon approval or request from the Finance Supervisor, creates MMARS encumbrance modifications, assigns purchase order numbers to service requests and commodity purchases, logs information in ledger for proper tracking and works closely with GHQ Fiscal staff to coordinate and resolve problems. Coordinates all necessary facility services and commodity purchases with MSPCL units, staff and the Property Management Specialist, gets service quotes from vendors and places program-based service orders.

4.   Verifies that vendors have provided services and completed work as ordered, and ensures that the purchase of commodities has been in accordance with established contracts. Certifies invoices for payment, enters invoice data into ledgers for proper tracking, ensures the timely and appropriate processing of Prompt Payment invoices, researches and corrects billing errors for services, researches and resolves credit issues, and handles payment inquiries from service vendors.

5.   Researches and reviews state and MSP contracts in CommBuys, ensures compliance, and maintains updated master list of service contracts for MSPCL with relevant contract information, correct vendor data including business name, account numbers and telephone numbers to include adding information for new vendors.  Responsible for creating new accounts and closing old accounts with vendors as contract language changes.

6.  Conducts and coordinates inventory control for the MSPCL by ordering and tracking supplies, completing annual and special inventories, monitoring stock levels, arranging deliveries and tracking receivables for the MSPCL.

7.   Maintains records and associated fiscal paperwork as required, including federally mandated archive of all hazardous waste disposal forms in accordance with federal policy and procedure.

8.   Coordinates temporary staff hires for the MSPCL at the direction of the Administrative Officer IV or unit manager.

9.  Performs related duties including, but not limited to, scheduling meetings, placing telephone calls and monitoring the activities of temporary help workers and interns in the Administrative Services Unit.  Receives and screens visitors and telephone calls, answers and /or refers inquiries to appropriate parties for action and maintains logs.  Enters data and maintains hard and computerized records and files.  Opens and routes daily correspondence.

1.  Oversees the general operation and activities of the main Reception Desk in the Crime Lab headquarters building by being responsible for visitor screening and registration, mail and shipping services, scheduling and coordinating conference and meeting room use, and providing planning and execution support for on-site events.

2. Serves as the primary point person for all fixed assets in the Crime Lab.  Assists with development, implementation and maintenance of the Fixed Asset Protocol for Grant Assets and Annual Fixed Asset training.  Inputs Crime Lab assets into the MSP Fixed Asset database.  Coordinates the Annual Fixed Asset Inventory for the entire Crime Lab system.

3.  Upon approval or request from the Finance Supervisor, creates MMARS encumbrance modifications, assigns purchase order numbers to service requests and commodity purchases, logs information in ledger for proper tracking and works closely with GHQ Fiscal staff to coordinate and resolve problems. Coordinates all necessary facility services and commodity purchases with MSPCL units, staff and the Property Management Specialist, gets service quotes from vendors and places program-based service orders.

4.   Verifies that vendors have provided services and completed work as ordered, and ensures that the purchase of commodities has been in accordance with established contracts. Certifies invoices for payment, enters invoice data into ledgers for proper tracking, ensures the timely and appropriate processing of Prompt Payment invoices, researches and corrects billing errors for services, researches and resolves credit issues, and handles payment inquiries from service vendors.

5.   Researches and reviews state and MSP contracts in CommBuys, ensures compliance, and maintains updated master list of service contracts for MSPCL with relevant contract information, correct vendor data including business name, account numbers and telephone numbers to include adding information for new vendors.  Responsible for creating new accounts and closing old accounts with vendors as contract language changes.

6.  Conducts and coordinates inventory control for the MSPCL by ordering and tracking supplies, completing annual and special inventories, monitoring stock levels, arranging deliveries and tracking receivables for the MSPCL.

7.   Maintains records and associated fiscal paperwork as required, including federally mandated archive of all hazardous waste disposal forms in accordance with federal policy and procedure.

8.   Coordinates temporary staff hires for the MSPCL at the direction of the Administrative Officer IV or unit manager.

9.  Performs related duties including, but not limited to, scheduling meetings, placing telephone calls and monitoring the activities of temporary help workers and interns in the Administrative Services Unit.  Receives and screens visitors and telephone calls, answers and /or refers inquiries to appropriate parties for action and maintains logs.  Enters data and maintains hard and computerized records and files.  Opens and routes daily correspondence.

','!*!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 experience in one or multiple areas of the following, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.

Incumbents may be required to possess a current and valid motor vehicle driver’s license at a class level specific to assignment.

Substitutions:

I. An Associate’s degree with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for one (1) year of the required experience.

II. A Bachelor’s degree or higher in with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for two years of the required experience.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.','Administrative Services Coord','Administrative Services Coord','United States-Massachusetts-Maynard - 124 Acton Street','Administrative Services','Department of State Police','Full-time','Day','Oct 19, 2021','1','53,055.60','75,629.06','Yearly','Captain Stephen Gabriel','Captain Stephen Gabriel','5088202210','06-NAGE - Professional Admin.','06-NAGE - Professional Admin.','No','No','Administrative Services Coord

Company info

Department of State Police
Website : http://www.mass.gov/msp/