Grants, Fixed Asset & Facilities Administrator/Administrative Officer Iv

The Executive Office of Energy and Environmental Affairs seeks to protect, preserve, and enhance the Commonwealth's environmental resources while ensuring and promoting a clean energy future for the state's residents. Through the stewardship of open space, protection of environmental resources, and enhancement of clean energy, the Executive Office of Energy and Environmental Affairs works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family.

Who We Serve:

Massachusetts was the first state in the nation to combine energy and environmental agencies under one Cabinet secretary. The Executive Office of Energy and Environmental Affairs (EOEEA) serves Commonwealth residents interested in outdoor recreational activities, clean energy solutions and those who work with animals and livestock. Equally, EOEEA works with energy consumers, power companies, clean energy providers and farmers to delicately balance the interaction with environmental protection laws and regulations while being a cornerstone for our economic prosperity.

Secretariat Overview:

The Executive Office of Energy and Environmental Affairs Secretariat (EOEEA) provides oversight of the Commonwealth's energy and environmental agencies, namely, the Division of Energy Resources (DOER), Department of Public Utilities (DPU), Department of Environmental Protection (DEP), Department of Conservation and Recreation (DCR), Department of Fish and Game (DFG), and Department of Agricultural Resources (DAR). EOEEA also has divisions within the Secretariat, including the Office of Law Enforcement (OLE or Massachusetts Environmental Police), Massachusetts Environmental Policy Act (MEPA) office, Coastal Zone Management (CZM) office, and Division of Conservation Services (DCS). All agencies and divisions promote the environmental or energy related goals and initiatives of the Administration and the Secretary of EOEEA.

The Executive Office of Energy and Environment Affairs is accepting resumes and applications for the position of Grants, Fixed Asset &Facilities Administrator/Administrative Officer IV - Chelsea 

 

The Grants, Fixed Asset &Facilities Administrator/Administrative Officer IV within the Office of Law Enforcement (OLE) will be responsible for analyzing and reconciling financial transactions and coordinating and producing official reports related to federal grants, inventory and Fixed Assets.  This position will manage facility related issues for OLE.  In this senior role, this position is the main contact for federal audits, to include Department of Homeland Security, FEMA, NOAA, Office of the State Comptroller, Office of the Inspector General and the Operational Service Division. The position is located at the Massachusetts Environmental Police Headquarters.  In addition, the Grants, Fixed Asset & Facilities Administrator will be responsible for understanding and applying state laws, regulations and guidelines for financial operations related to federal grants, Fixed Assets and facilities.  This position will work with Commonwealth oversite agencies: Comptrollers (CTR), Treasury (TRE), Operation Services Division (OSD) and the Division of Capital Asset Management and Maintenance (DCAMM) to effectively manage agency federal grants, Fixed Assets and facilities.

 

Duties and Responsibilities:

Federal Grants                                                                                               

Administer all aspects of federal grants for the Office of Law Enforcement.  This will include correspondence with federal program coordinators, preparation of applications, filing applications on ND Grants, preparing letters to State House Committees, setting-up grant accounts with the Comptroller's Office, establishing payment accounts with the State Treasury, verifying submittal accounts to FEMA / DHS via Sovereign Bank, monitoring grant expenditures and reimbursements, and preparing quarterly reports.  Assist the Deputy Director of Finance with federal programs and initiatives as related to over-all mission of the OLE.  Will confer with OLE Fiscal Unit to confirm PARS reporting/filings and submit grant statuses to the Executive Office as necessary.  Will attend grant meetings and trainings as needed.

 

Fixed Assets and Facilities Coordination                                                                                                      

Administer all aspects of Fixed Asset reporting for the Office of Law Enforcement.  Gather, compile, and update Office of Law Enforcement (Mass Environmental Police) vehicle and vessel inventories information and record new assets/equipment valued at greater than $1,000 or more.  Ensure internal inventory data matches the state Fixed Asset system.  Remove surplused equipment and inventory from agency database and Fixed Asset system.  Work actively with department personnel to verify disposition of equipment and update statuses.  Perform on-site and off-site condition assessments for all MEP Fixed Assets.  Access to an agency vehicle will be made available as needed.   Provide recommendations for effective inventory retention and utilizations.

 

Oversees facilities-related matters across the department, serving as a liaison between MEP and EEA Facilities. Coordinates and supervises routine maintenance tasks and inspections of building systems and equipment to ensure adherence to local and state building codes. Collaborates with vendors, contractors, and service providers to conduct repairs and address issues promptly when emergencies arise. Communicates updates, changes, and important information regarding the facilities to building occupants, MEP leadership, and EEA Facilities.

 

Conducts regular assessments of the conditions of built structures and systems to identify capital needs and submits reports based on existing conditions to MEP leadership and EEA Facilities. Creates cost analyses and expenditure projections for building repairs. Assists in developing and managing the facility budget, ensuring cost-effectiveness in facility operations. Tracks expenses, processes invoices, and reports on budgetary performance. Liaises with external vendors, contractors, and service providers for facility-related services. Creates Scope of Works and procures services via OSD State contracts, reviews performance, progress, and ensures compliance with agreed-upon terms upon final inspection. Documents the lifecycle of the projects.

 

Serves as the Agency Administrator for DCAMM-related matters. Uses the DCAMM Leasing Platform to initiate leasing engagement forms and closely collaborates with EEA Facilities to address the space requirements and operational needs of the department in the execution of all lease agreements.

 

Assist and Coordinate Grant, Fixed Asset and Capital Activities

Work with the executive office and external agencies on grant, Fixed Assets, capital projects/activities and facilities as needed.  Assist in grant and Fixed Asset reporting and verification of assets.  Provide assistance as needed, or aid in projects related to grants, Fixed Assets and capital funded initiatives (usually related to equipment and facilities).  Other duties as assigned. 

 

Procurement                                                                          

Will actively participate with the Massachusetts Environmental Police Strategic Sourcing Service Team (formerly Procurement Management Team) or Fiscal Unit to identify and assist with the procurement phase of equipment and services for each Federal Grant and each awarded program.

The responsibilities of this role also include making specialized purchases, such as boats, ATVs, snowmobiles, radios, PPE, and other related items, that are not covered under state contracts.

           

Special Projects and Audits                                                                                       

Exercises authority to oversee, administer and complete all projects as assigned by the Massachusetts Environmental Police.  The person in this role will coordinate all audits and be the main contact person for audits, particularly federally related audits.

 

The person in this role is responsible for coordinating the billing related to the Joint Enforcement Agreement (JEA) and calculating the number of hours spent on marine fishery enforcement, which includes activities such as sea patrols, dockside inspections, and public outreach. These efforts are aimed at enforcing laws that promote sustainable fishing populations and protect endangered marine species and their habitats.

All other duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE (List knowledges, skills, abilities)

           

1.         Knowledge of the principles and practices of office Administration.

2.         Knowledge of Massachusetts General Laws Chapter 30 B, Uniform Procurement Act 

3.         Knowledge of the methods of general report writing.

4.         Knowledge of the types and uses of general office equipment.

5.         Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

6.         Ability to follow written and oral instructions.

7.         Ability to gather information through questioning individuals and by examining records and documents.

8.         Ability to maintain accurate records.

9.         Ability to communicate effectively in oral expression.

10.       Ability to give written and oral instructions in a precise, understandable manner.

11.       Ability to deal tactfully with others.

12.       Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.

13.       Ability to exercise sound judgment.

14.       Ability to exercise discretion in handling confidential information.

15.       Knowledge of the principles, practices, and technique of supervision.

16.       Proficient in Excel and the Microsoft Office Suite.

17.       Familiar with the Massachusetts Management and Accounting Reporting System and COMMBUYS procurement record system

 

First consideration will be given to those applicants that apply within the first 14 days.   Applicants must have at least (A) five years of full-time, or equivalent part-time, professional, administrative, supervisory or managerial experience in business administration, business management, public administration, financial management, or professional experience in a particular specialty (i.e. scientific, professional, or technical),  and (B) of which three years must have been in a supervisory or managerial capacity, or (C) any equivalent combination of the required experience and the substitutions below. Incumbents may be required to have a current and valid motor vehicle driver's license at a class level specific to assignment. Substitutions: I. A Bachelor's or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for one year of the required (A) experience. II. A Graduate or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for two 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.