Administrative Systems Coordinator

Massachusetts Water Resources Authority; Chelsea (MA); On-site; USD 76,000 - 102,000; Full time

Job summary

Massachusetts Water Resources Authority (MWRA) is seeking an organized administrative professional to support labor relations matters, records, and payroll and inventory tasks within the Operations Administration/Environmental Quality/Planning divisions. The role includes creating job requisitions, coordinating interviews, and preparing documents across multiple departments.

This position offers traditional weekday hours (8:00am–4:00pm) with potential telework up to two days per week after an

Qualifications

• Associate degree or higher required.
• Four+ years of administrative experience.
• Must complete MIS and ACP requirements; ACP within 6 months if not initially qualified.
• Class D license strongly preferred for travel.
• May be eligible for telework up to two days/week after waiting period.

Responsibilities

• Performs administrative duties, filing and recordkeeping.
• Manages tracking of vacancies, appointments, and changes for Operations.
• Assists with hiring packages and scheduling interviews.
• Drafts selection criteria for vacant positions.
• Creates job requisitions in ApplicantPro.
• Compiles data for monthly/quarterly KPI reports.
• Maintains organization charts for the Operations Division.
• Provides confidential recordkeeping and administrative support across departments.
• Coordinates travel authorizations, reimbursements, and purchasing of items.
• Assists in training staff on tools and processes (WebEx, Lawson, policies).
• Performs general typing, correspondence, calendar management, and meeting scheduling.

Skills

Microsoft Office

Outlook

Excel

Access

PowerPoint

HRIS

WebEx

Analytical skills

Communication

Education

Associate degree or higher

Tools

ApplicantPro

Job description

Are you looking to make a meaningful impact on public health and the environment? Join the MWRA team! We deliver some of the nation's highest-quality drinking water to 3 million residents, restored Boston Harbor, and continue to invest in protecting vital public resources. Be part of a mission-driven organization where your work truly makes a difference-in a safe, inclusive, and supportive environment.

Summary:

Assists in labor relations matters, administrative tasks, inventory control, recordkeeping, development and implementation of various computer software programs. Provides a range of possible duties, but will not necessarily perform all the duties listed below.

Posting Period: 09/11/2026 to 09/24/2026

Location: Chelsea, MA

Salary: $75,752.93 - $102,481.55 annually; $1,456.22 - $1,970.80 weekly *All external hires start at Step 1

Work Schedule: Monday - Friday 8:00am - 4:00pm

Key Responsibilities

• Performs administrative duties, filing and recordkeeping.
• Manages the tracking of vacancies, appointments, position changes, and lateral moves on a day-to-day basis for all of Operations.
• Assists Managers in creation and organization of hiring packages for Operations Division by tracking all new requisitions and job postings. Assists with scheduling interviews.
• Drafts selection criteria for vacant positions consistent with required qualifications in job descriptions for review by Operations hiring managers.
• Creates job requisitions in applicant tracking system (currently ApplicantPro software).
• Assists with the compilation of data necessary to complete the MWRA's monthly and quarterly key performance indicators submissions for assigned departments (respectively, the Yellow and Orange Notebook Management Indicator Reports).
• Assists with the upkeep and distribution of organization charts for the Operations Division, ensuring that they represent the division's current organizational structure.
• Assists Managers and Department Directors with tasks as needed.
• Files and tracks performance reviews and telework forms for all departments under the Deputy Chief Operating Officer, maintaining all records in a confidential manner.
• Manages administrative activities such as timesheet adjustments, travel authorizations, reimbursement requests, accounting, inventory control and purchasing of items including equipment, supplies, and materials.
• Assists in the dissemination, direction and implementation of administration policies and procedures.
• Coordinates the preparation of documents, reports, etc. in support of administrative, human resources, payroll, and inventory functions.
• Assists with training of department staff on Authority-wide tools and processes, such as WebEx, Lawson, Travel Authorization and Reimbursement policies, etc.
• Performs administrative duties such as typing and drafting correspondence, utilization of telephones, maintenances of files and calendars, arranging conferences, meeting scheduling, etc.
• Provides administrative support and assistance to other departments as directed.
• Coordinates special projects as needed.
• Performs related duties as required.

Required Qualifications

• An Associate's degree or higher; and
• Organizational and administrative skills as attained through at least four (4) years of experience; or
• Any equivalent combination of education or experience.
• Must have successfully completed the MIS and professional development-related ACP requirements for this position. If no qualified ACP certified applicant applies for the position, the selected candidate will have 6 months to complete the ACP program.
• A valid Class D Motor Vehicle Operator License is strongly preferred for occasional travel to other MWRA work sites.
• May be eligible for up to two days/week telework after initial waiting period.

Knowledge and Abilities

• Demonstrated proficiency in Microsoft Office products including Outlook, Word, Excel, Access and PowerPoint.
• Familiarity of database and HRIS software.
• Knowledge of Adobe Acrobat Professional.
• Experience using web conferencing and collaboration tools such as WebEx.
• Demonstrated experience in planning, organizing, and supervising projects.
• Excellent analytical, interpersonal, oral and written communication skills.
• Ability to maintain confidentiality.
• Ability to handle assignments from multiple departments.

TOOLS AND EQUIPMENT USED:

Office machines as normally associated with a professional office environment, including the use of telephones, personal computers, word processing and other software, email, videoconference applications, copiers, scanners and fax machines.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

While performing the duties of this job, the employee is regularly required to sit, talk or hear. The employee is regularly required to use hands to finger, handle, feel or operate objects, including office equipment, or controls and reach with hands and arms. The employee frequently is required to stand and walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is usually a moderately quiet office settings.

Supervision Received and Exercised

May exercise supervision over assigned entry-level and clerical employees.

Other Position Information

PCR: 5910021

Division: Operations

Department: Operations Administration/Environmental Quality/Planning

Union/Grade: United Steelworkers Local 9358 (Unit 1)/Grade 20

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.