DPW HEaT Administrative Assistant - Reno, United States - Burning Man

Description

Job Description

JOB SUMMARY

The Department of Public Works (DPW) Heavy Equipment and Transportation (HEaT) facilitates support for all infrastructure and some participant equipment needs for the Burning Man event and production season. This role will provide administrative support for HEaT department operations, including but not limited to budget tracking, purchasing and receiving, and general administrative tasks as assigned. Proactively learning, effectively using and maintaining established online systems and documents (e.g. spreadsheet maintenance, time tracking logs etc.) is the main focus to uphold a smoothly successful event season.

This temporary, ineligible for benefits role is:

• From July - September: Full-Time, Non-Exempt, based in Black Rock City, Nevada.

The deadline to apply for this role is 5:00 pm Pacific on May 28th, 2024.

DUTIES & ESSENTIAL JOB FUNCTIONS

Administrative (50%)

• Under the direction of the HEaT Office Manager and HEaT Department Manager, coordinate equipment maintenance logs, departmental purchasing and receiving needs, end of season inventory of office/dispatch supplies and equipment, and expense reporting.
• Assist with the organization and tracking of departmental requests and the creation of operation timelines.
• Maintain documentation of departmental methods and protocols, as well as special projects and incidents, as requested by the HEaT Office Manager.
• Responsible for ensuring that all documentation, including any submitted reports, meet the standards outlined and shared by the HEaT Office Manager and HEaT Department Manager. Work with the HEaT Office Manager to maintain continuity in what and how work is documented.
• Submit post-event feedback, including an EMBER Report, according to the Burning Man EMBER guidelines.

Logistics (30%)

• Coordinate support for staff in the field (e.g. meals, ice, water).
• Oversee the tracking and distribution of departmental resources, consumables, equipment and tool access (e.g. fuel, keys, radio battery banks).
• Track heavy machinery receiving in order to aid the HEaT Office Manager in providing detailed accounting of heavy machinery operations post-event.
• Liaise with other DPW Operations Departments for HEaT servicing needs (e.g. power, communications, transfer station services, fuel, potable water).

Personnel (15%)

• Take "minutes notes" at HEaT morning meetings and briefings, posting and filing pertinent memorandums as necessary, including information conveyed at the DPW morning meetings.
• Maintain and secure current files for all crew members, including all certification materials, OSHA certificates, and current contact information.
• Work with HEaT Team to plan and execute LNT and Waste disposal plans.
• Attend and support crew attendance to daily Morning Meetings.

Other Functions and Responsibilities (5%)

• Contribute to general upkeep of the offices to maintain suitable working environments including setup and break-down.
• Read, understand and act in accordance with Burning Man's staff policies, protocols and behavioral standards.
• Monitor personal well-being by setting realistic goals and managing self-care while proactively addressing any concerns with management.
• Perform various other duties as assigned.

LEARNING AND TEACHING

• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

Required

• Strong typing and computer skills (3+ years); working knowledge of Google products (Gmail, Docs, Sheets, Drive), Microsoft Word, and Excel. A willingness to learn, use, and routinely update online tools and documents. Comfortable with spreadsheets and with proactively asking questions should clarification be needed.
• Communicates clearly, concisely and with appropriate professionalism both verbally and written; Effective communication at all levels (able to adapt style when necessary) and comfortable with high-traffic two-way radio communication.
• Able to work in a small office space with others under an intense workload while maintaining a sense of discernment around sensitive information, physical organization, and a calm, respectful demeanor.
• Able to understand integrated plans and adhere to strict timelines; is detail oriented and able to remain self-motivated on task-fulfillment or take direction to switch priorities when necessary
• Have a keen curiosity or knowledge of Black Rock City(BRC), its departments and operations.
• Capable of working in an extreme environment including drastic temperature changes, high winds, poor air quality, and low to no visibility at times.
• Able to temporarily relocate for work at the Burning Man event held in Gerlach, Nevada.

Preferred

• Experience with Microsoft Access.
• Experience with Networking / Tech Support.
• First-Aid knowledge.
• It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS

• Valid driver's license and a good driving record

COMPENSATION

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated rate for this position:

• From July - September is $13.00 to $15.00 per hour.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa: Work is primarily sedentary in nature, no special demands are required.
• On-playa: Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
• Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NH, NM, NV, NY, OR, PA, TX, UT, VA, WA, WI. Working hours for all positions are based on Pacific Time.

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