Operations Support Specialist - Boston, United States - Off of the State Comptrollers

Description

About the Office of the Comptroller

The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards.

We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information.

We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.

As stewards of the public trust, CTR aspires to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.

The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.


Position
Summary
The Office of the Comptroller seeks an Operations Coordinator, reporting to the Director of Facilities.

The Operations Coordinator is a member of the CTR Facilities Team, which is part of the CTR's Executive and Administration Team, and provides support on all facilities operations functions, including but not limited to equipment and consumable supply inventory, records management and digitization, front desk coverage, organization of office work areas, and on-boarding and off-boarding support.

Specific
Duties
The specific duties of this position include but are not limited to the following:

• Work as the key point of contact for CTR Inventory including tracking and maintaining inventory for all CTR's Teams.
• Support the CTR's ongoing record digitization effort including review and organize documents prior to scanning; assist with tracking documents through the scanning process; prepare documents for scanning; group documents by data elements for scanning; scan documents; verify and validate that scanned image is accurate and matches paper files; refile scanned documents in an organized manner to prepare for final disposition of paper documents.
• Front desk coverage includes greeting inperson visitors; answering and triaging telephone calls; receiving packages; validating packing slip materials; and delivering to proper location.
• Assisting the Director of Facilities and Chief Financial Officer (CFO) in maintaining an organized workplace including supply areas to maximize efficiencies, reduce costs and eliminate waste.
• Provide backup support to other CTR Facilities team members as needed to ensure business continuity.
• Work with colleagues at various levels, as part of a team to advance Facilities projects, identify best practices, and help develop procedures.
• Actively assist CTR Leadership with cross training, knowledge transfer, disaster recovery, risk assessment and internal control review.
• Maintain awareness of and compliance with all CTR operating policies and procedures.
• Remain current with CTR policies and procedures, read CTR memos, updates, attend annual internal control, risk, and fraud prevention trainings.
• Immediately raise concerns, requests or potential errors or issues to the attention of your supervisor, manager, or director.
• Contribute to the overall CTR work environment in a positive, respectful, and cooperative fashion.
• All employees of CTR may be asked to engage in other assignments on an as needed basis.

Capabilities and Attributes
This position requires a motivated self-starter with capabilities and attributes that include:

• excellent communication skills;

- impeccable attention to detail;
- superior time management;
- ability to pivot to address items requiring immediate attention;
- proven ability to multitask with accuracy;
- ability to contribute and work productively as part of a team and equally as an individual contributor;
- positive attitude;
- capacity to learn and adhere to new standards and guidelines as necessary; and
- ability to work well under pressure.


Bargaining Unit / Salary Range NAGE Unit 6 / Grade 10: $61, $88,071.36

Salary range is per the Unit 6 Collective Bargaining Agreement between the Commonwealth of Massachusetts and the National Association of Government Employees.

This position is an Operations Coordinator/Program Coordinator I Grade 10. Salary is determined in accordance with the collective bargaining agreement and Commonwealth hiring guidelines.


Benefits Package
CTR is pleased to offer a comprehensive benefits package for its employees and managers. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process.

In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other program