Job Description

　　About the Office of the Comptroller

　　The Office of the Comptroller of the Commonwealth of Massachusetts is an independent and apolitical overseer of governmental and other funding sources, totaling more than $76 billion in Fiscal Year 2021. In addition, the Office of the Comptroller oversees the Commonwealth's expenditure, payroll management, and major audit functions.

　　As stewards of the public trust, we aspire 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 anOperations Support Specialist, reporting to the Director of Facilities. The Operations Support Specialist is a member of the CTR Operations Team providing support on all 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.

　　This position requires the ability to regularly write e-mail correspondence, strong attention to detail, an ability to multitask with accuracy, and exceptional interpersonal skills, including a polite telephone and front desk demeanor, which fosters collaboration and the ability to build relationships across CTR, state agencies that we work with and the public we serve.

　　SpecificDuties

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

　　• Primary point of contact for the Robin application.

　　• Primary point of contact for processing and scanning mail.

　　• Assist with Onboarding activities.

　　• Submit and manage facility requests.

　　• Support the CTR 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; re-file scanned documents in an organized manner to prepare for final disposition of paper documents.

　　• Support CTR's efforts to transition to a paperless environment over time.

　　• Front desk coverage includes answering phones; triaging calls and directing to the correct recipient; receiving packages; validating packing slip materials; and delivering mail to proper location.

　　• Assisting the Director of Facilities and Chief Financial Officer (CFO) in maintaining an organized workplace including supply areas to maximize efficiencies and reduce costs.

　　• Provide back-up support to other CTR Operations team members as needed to ensure business continuity.

　　• Work with colleagues at various levels, to advance 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 questionable actions, 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;Exceptional organization skillsability 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; andability to work well under pressure.Willingness to learn new processes and skills.

　　Salary Range NAGE Unit 6 / Grade 10: $61,195.94 - $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.

　　Salary range in accordance with January 14, 2024, Salary Plan.

　　Benefits Package

　　CTR is pleased to offer a comprehensive benefits package to its employees. 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.

　　The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth's Group Insurance, and optional pre-tax Health Savings Account plans.

　　CTR employees also participate in the Commonwealth's State Retirement Plan, which can become a Defined Benefit Plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board-of-retire/

　　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 programs. This position may be eligible for the federal Public Service Loan Forgiveness (PSLF) program administered by the Federal Government.

　　Work Model

　　Due to the nature of this position, the successful candidate will not be eligible for remote work and will be required to work on site in Boston.

　　Commitment to Diversity

　　CTR is committed to building a diverse staff at all levels across its entire agency.

　　CTR IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.

　　Application Process

　　The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.

　　Interested candidates must submit their materials electronically, by email no later than 5:00 pm, on January 4, 2024.

　　Submissions should include the following:

　　• a cover letter, and

　　• resume

　　Candidates chosen to advance to a second-round interview will also be required to submit:

　　• three professional references.

　　Please include position title and posting number in the subject line of your submission. Your application package should be submitted to:

　　[email protected]

　　Late submissions may be considered solely at the discretion of CTR.

　　Required Background Check - Including Tax Compliance

　　CTR requires a background check on all prospective employees as a condition of employment.

　　Candidates should know that the background check is not initiated until:

　　A candidate is invited to a second or subsequent interview and The candidate has signed the Background Check Authorization Form and related releases.

　　This background check includes:

　　a Criminal Offender Record Information (CORI) check and, Commonwealth Department of Revenue state tax compliance.

　　Candidates with advanced degrees and professional licenses may have these credentials verified.

　　Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.

　　Further Information

　　Please visit https://www.macomptroller.org for more information about the Office of the Comptroller.

　　Qualifications

　　 Preferred Qualifications :

　　• Educational experience, internship, or other experience with office management or coordination, business process improvement, change management, or technology integration.

　　• Project coordination experience.

　　• Ability to think big, work smart, and do the small stuff well while staying focused on the big picture.

　　 Required Skills

　　Ability to write concisely to express thoughts clearly, and to develop ideas in a logical sequence, Ability to follow written and oral instructions, Ability to gather information by examining records and documents, and by asking questions, as appropriate and necessary. Ability to understand new software and hardware functionality. Ability to assemble items of information in accordance with established procedures. Experience with Microsoft Office (Word, Excel, PowerPoint), Proven ability to handle confidential information with discretion, be adaptable to various competing demands. Demonstrated strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, Ability to keep in mind unresolved matters, work to resolve them, and/or recall them when follow-up information comes in or to follow-up when no response is received from initial inquiry. Ability to establish and maintain harmonious working relationships with others, and Demonstrated ability to exercise sound judgement. Ability to contribute effectively to the overall CTR work environment in a positive, respectful and cooperative fashion. Adhere to a set work schedule, and use a computer for time and attendance, email, scanning, and other job-related activities as required. Able and willing to relocate heavy items, i.e. furniture, file cabinets, full recycle bins, etc. for facility requests.

　　 Minimum Entrance Requirements

　　Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative, or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

　　Substitutions:

　　I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *

　　II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

　　*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.