Chief Administrative Officer - Boston, United States - State of Massachusetts

Description

About the Organization:

The Division of Standards ("DOS"), an agency within the Office of Consumer Affairs and Business Regulation ("OCABR), is responsible for enforcing the accuracy requirements and other standards relating to commercial weighing and measuring devices and their use in the sale of food, fuels and other products.

It regulates the sale of gasoline and sets standards for lubricating oils and antifreeze, including the inspection of all fuel dispensing equipment.

It determines the standards for accuracy of clinical glass thermometers, tests and approves coin operated devices, licenses auctioneers, promoters, transient vendors, peddlers, motor fuel and oil retailers and registers auto damage repair shops.

The Division also enforces the item pricing law and the unit pricing regulations, issues waivers to retail food and grocery stores and enforces the scanner accuracy requirements in all retail stores.

The Division is also responsible for enforcing licensing requirements for over ten thousand licensees.

The Division of Standards is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status.

We strive to reflect diversity in all facets and levels of our agency. The Division of Standards values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Division of Standards is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

About the Role:

The Chief Administrative Officer (CAO) oversees the Division of Standards operational and administrative team, including fiscal oversight, budget and accounting, human resources and staff development, information technology and security, facilities, and vendor management and procurement.

The CAO is responsible for staffing, recruitment, hiring, training and development, performance management and employee relations, payroll and expenses, and other human resources and operational oversight.

S/he works with agency managers to identify staffing and development needs, address employee relations matters, develop, implement and update policies and procedures, and ensure the efficient processing of human resources operational functions (attendance and payroll).

The CAO is further responsible for fiscal considerations, budget and accounting, information technology and security, facilities, vendor management and procurement in conjunction with the centralized services at the Office of Consumer Affairs and Business Regulation.

S/he serves as the agency's Chief Fiscal Officer, Internal Control Officer, MMARS Liaison, and Primary Designated Security Officer.

At the discretion of the Commissioner of the Division of Standards, the CAO may also be assigned Department Head Signatory Authority.

The CAO reports to the Commissioner on a regular basis for the purpose of coordinating and prioritizing staffing and development activities and addressing problematic situations.

Duties and Responsibilities:
(these duties are a general summary and not all inclusive):

• Budget, Payroll, Expenses, and Operations: Serve as the agency's Chief Fiscal Officer and manage fiscal considerations, budget and accounting of the agency with oversight by the Commissioner. Primarily responsible for the budget decisions around salaries, staffing, training, facilities, equipment, contracts, vendor management and procurement, and expenses in coordination with the centralized services at the Office of Consumer Affairs and Business Regulation. Supervise and approve employee attendance and expense reimbursements. Directly supervise the Operations Manager, and administrative staff. Support the processing of time and expenses including maintaining consistency in review, addressing any concerns or matters requiring heightened management attention, and highlighting issues for senior management, HR, or accounting. Manage out-of-state travel requests and justifying the business need of the travel. Resolve disputes with union representation related to employee time, travel, or expenses.
• Staffing, Recruitment, and Hiring: Identify and work to address staffing needs across the agency. Oversee the Operations and Personnel Coordinator recruiter and hiring manager for all agency postings. Utilize the MassCareers hiring platform and ensure the agency's hiring and interview processes align with the Commonwealth's Human Resources Division's procedures and best practices. Coordinate with, or as necessary serve as, the ADA Coordinator and/or Diversity Officer. Assess agency student internship needs, ensure management of the postings and hiring of student interns and co-ops, and supervise (directly or indirectly) the students. Responsible for the initial setup and onboarding of all new employees in coordination with OCABR, EOED HR, and EOED IT.
• Training and Development: Manage the development and design of training and certification programs to be deployed within the Division. Trainings include new hire Orientation programs, skills trainings, as well as industry and regulatory specific trainings. Certifications include designations available through the regulatory associations as well as private certifying entities and must be applicable to the position and unit. Liaises managers and staff within the Division's units to understand the training needs and expectations of the Agency. Assess the current training resources available in-house and externally for each unit. Ensure the maintenance of the Training and Development Manual so that it reflects all available and unit specific training and certification paths are updated at least annually.

More specifically, the training coordination includes:

• Internal training programs: Conduct and oversee sessions for new and existing employees. Coordinate with regulatory associations, training consultants, or third party vendors to plan relevant, local trainings to fit the customized needs of the Division.
• Metrics and Monitoring: Evaluate training and certification programs to determine that they properly address the business objectives identified.
• Employee Relations - Performance Reviews, Promotional Opportunities, and Discipline: Manage the monitoring and data collection of the annual MassPerform and Employee Performance Review System ("EPRS") review stages, coordinating with EOED HR and management throughout the process. Work with supervisors, unit management, Operations and Personnel Coordinators, and EOED HR to address performance concerns and develop and monitor remedial development plans as appropriate. Coordinating with EOED HR to implement the promotions and related salary adjustments. Serve as a resource to unit managers and supervisors aiding with employee relations, oversight, and general questions. Coordinate management trainings to further support supervisors. Promptly address employee discipline issues with the supervisor and EOED HR.
• Agency Strategy, Internal Control Officer, and

Business Continuity Coordinator:
Participate in strategic planning and the development and implementation of the agency operational and continuity plans. Provide input and guidance on the Division's in-house Regulatory Management System and other critical agency systems and initiatives.

Serve as the agency's Internal Control Officer; review and update the agency's Internal Control plan; responsible for annual submission of the Internal Control Questionnaire.

As the agency's Business Continuity Coordinator, review and update the agency's Business Continuity Plan (BCP). Coordinate tests of the BCP and the IT initiated Disaster Recovery Plan.

• Infrastructure Operations: With general oversight of the Agency Operations Manager, lead or supervise all agency-wide operations projects and initiatives. Identify operational needs and problems, conduct research, make recommendations and implement as appropriate. Manage unit or agency projects including IT related projects, upgrades to phone system and hardware, inventory maintenance, procuring the necessary departmental contracts in the absence of Statewide Contracts, and procurement of specialized training services for the agency. Oversee the agency's office lease assessment, which includes coordination with DCAMM in reviewing upcoming lease expirations, coordination between the agency, DCAMM, and centralized IT department in any and all office moves/relocations, procuring the necessary resources to facilitate an office move/relocation, and oversee operations for a physical office move/relocation. Collect data, prepare reports, and provide updates to Division senior staff and key staff in the Secretariat, the Governor's Office and other stake holders as assigned-reports to include quarterly progress report, annual accreditation compendium, and fiscal-year end annual report.
• Employee Policies and Procedures: In coordination with the Commissioner, Secretariat (EOED) Human Resources, the Human Resources Division, and NAGE union representation ensure employee policies are implemented and disseminated to all staff. Oversee the tracking and monitoring of all Commonwealth and agency employee policies, acknowledgements, and record keeping. Schedule Commonwealth offered trainings to fulfill state required or recommended trainings for staff. Implement, monitor, and update agency employee policies. Serve as the agency's primary Operations Contact on the revised conflict of interest policy including responding to questions and tracking disclosures. Coordinate all staff trainings to raise employee awareness of potential conflicts of interest or employee policies as needed.
• Security: Serve as the agency's primary Security Officer with responsibilities to include regular monitoring of systems access controls, granting permission and enabling/disabling agency personnel access to systems, assisting agency personnel with password resets for Commonwealth systems, regular review of access to electronic data, agency systems, network drives, and facilities.
• IT Liaison: Supervise or serve as the agency point of contact for all IT projects (Division-led or EOTSS imposed), manage all IT projects from business side, work closely with the IT development and application team as the point person for meetings between IT staff and business partners. Project management to include routine maintenance and upgrades of Division specific applications as well as any new or specialized IT related proposals.
• Employee Engagement, Retention, and Recognition: Manage employee programs to encourage engagement, retention, and recognition opportunities at the agency. This includes agency specific programs as well as participation in Commonwealth programs.
• Maintain in-depth knowledge: Of applicable state and federal laws as well as a strong knowledge the regulatory process and procedures of the Division.

Preferred Knowledge, Skills, and Abilities:

• Should possess at least five (5) years' experience in human resources, training, examination, compliance, and/or financial analysis.
• Familiar with applicable laws and regulations.
• Have strong organizational and communication skills.
• Excellent interpersonal skills and be able to attain broad support on important initiatives.
• Strong problem-solving skills and be able to communicate the intricacies of complex policies, projects, or challenges to those with little in depth knowledge of the subject.
• Significant experience in training and professional development, operations and administration, and project management.
• Ability to understand and apply the laws, rules, regulations, policies and procedures governing assigned agency activity.
• Knowledge of the Division's regulated industries, functions, and programs; including license statutes, consumer protection laws, rules, and regulations.
• Ability to determine the applicability of data, exercise sound judgment, and draw logical conclusions, and make recommendations.
• Ability to lead and organize the efforts of others in accomplishing work objectives and performance standards.
• Ability to plan, organize and coordinate the use of staff and budgetary resources to achieve departmental goals and objectives.
• Ability to apply principles and practices of management, including planning, organizing, directing, motivating, controlling, and decision making.
• Ability to condense complex information into clear and concise presentation. Prepare documents and reports accurately, using proper grammar, punctuation and spelling.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to resolve personnel conflicts effectively.
• Ability to delegate authority effectively.
• Ability to adjust to changing situations to meet emergency or changing program or production requirements.
• Ability to communicate effectively both verbally and in writing.
• Ability to multi-task and prioritize; organizational skills; problem solving.
• Ability to interact effectively with diverse groups of people.
• Ability to exercise discretion in handling confidential information.
• Ability to work independently and in teams.
• Familiarity with principles, practices, and techniques of human resources, effective training and adult learning.
• Familiarity with AGILE/Scrum methodology for project management.
• Familiarity with Commonwealth procurement and purchasing processes.
• Familiarity with Commonwealth Security processes and systems.
• Ability to use and/or quickly learn how to use complex applications and specialized data systems.

All applicants should attach a cover letter and resume to their online submission for this position.


MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) six (6) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least two (2) years must have been in a supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.

Substitutions:
I.

A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.

II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.

III. A Graduate degree in a related field may be substituted for three (3) years of the required (A) experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package.

We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.

Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.

We encourage individuals who believe they have the skills necessary to thrive to apply for this role.