Administrative Systems Coordinator

MWRA; Chelsea (MA); On-site; USD 76,000 - 102,000; Full time

Job summary

MWRA is seeking an Administrative Assistant in Chelsea, MA to support labor relations, recordkeeping, and the development of software tools. The role involves assisting with hiring packages, scheduling interviews, and maintaining division organization charts.

You will compile KPI data, support policy dissemination, and help train staff on tools like WebEx and travel policies. The position offers standard hours, with possible telework after a waiting period.

Qualifications

• Associate's degree or higher; and four (4) years of organizational/administrative experience or equivalent.
• Must have completed MIS and ACP requirements or have 6 months to complete ACP program.
• Valid Class D Driver License strongly preferred for occasional travel to MWRA work sites.
• May be eligible for telework up to two days/week after initial waiting period.

Responsibilities

• Performs administrative duties including filing and recordkeeping.
• Manages vacancy tracking, appointments, and changes for Operations.
• Assists with hiring packages and interview scheduling.
• Drafts selection criteria for vacant positions.
• Creates requisitions in ApplicantPro ATS.
• Compiles data for KPI submissions (Yellow/Orange Notebook Reports).
• Maintains organization charts for the Operations Division.
• Assists with training on Authority tools and processes (WebEx, Lawson, Travel policies).
• Coordinates documents/reports for administrative, HR, payroll, and inventory functions.

Skills

Microsoft Office

Outlook

Word

Excel

Access

PowerPoint

HRIS software

Adobe Acrobat

WebEx

Project planning

Analytical skills

Oral & written communication

Confidentiality

Education

Associate's degree or higher

ACP requirements (or plan to complete within 6 months)

Tools

ApplicantPro

WebEx

HRIS

Adobe Acrobat

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

Equal Opportunity/Affirmative Action Employer

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.

Salary: $75752.93 - $102481.55 per year