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State of Massachusetts Director of Operations in Boston, Massachusetts

Department of Housing and Community Development (DHCD) is within Housing and Economic Development Secretariat and its work touches the lives of all Massachusetts residents. DHCD's mission is to strengthen cities, towns and neighborhoods to enhance the quality of life of Massachusetts residents by providing leadership, professional assistance and financial resources to promote safe, decent affordable housing opportunities, economic vitality of communities and sound municipal management. The Operations Manager will play a critical role in ensuring DHCD’seffective and efficient transition to a hybrid remote and in-personworkforce, including serving as the Agency lead for the “Future of Work” initiative. This individual will manage DHCD’s new office space reservation system; oversee staff who serve in operations/general services functions as well as those providing agency reception desk and remote phone coverage and ensure all DHCD staff have the protocols, tools and supports they need to work successfully in and out of the office. The Operations Manager is expected to primarily work in-person at DHCD’s Boston office with limited remote work. The incumbent will serve as DHCD Internal Liaison (ITIL) and oversee and maintain inventories of software licenses, subscriptions, IT items, equipment, and small office inventory; and reconcile inventory of those items with HRD Finance staff to ensure correct billing. The incumbent will coordinate the return of equipment. They will oversee platform and business processes necessary for requesting or purchasing various IT and non-IT items. This individual will direct the operational functions throughout DHCD’s Boston Office and field office sites, including but not limited to: managing a new office space reservation system; supervising Operations Department staff, ensuring the efficient and effective delivery of services such as vehicle pool management; oversight of the agency’s operation and maintenance of all equipment and telephones; inventory & surplus property control, agency courier & delivery services; oversight of all incoming and outgoing mail; oversight of file archiving & records retention and liaison to building maintenance and services and oversight of front desk and telephone reception coverage on the 3rdfloor. _DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive):_ 1. Manage, train employees and maintain ownership of DHCD’s new office-space reservation system that will allow staff to reserve workspaces and collaboration rooms when working at DHCD’s Boston office. 1. Serve as agency liaison with Division of Capital Asset Management and Maintenance (DCAMM) on office space renovations. 1. Oversee agency’s records retention in conjunction with DHCD’s Legal Unit on paper disposition and the archiving and retrieval of archived files. Communicate to all employees within the Department’s eight Division’s to ensure that operational policies and procedures are adhered to including archiving, agency records storage and management processes, implementing policy and guidance with regard to the storage and destruction of records, developing processes for using electronic data management (EDM) technology to scan and store records for long-term retention, working with managers to identify space to store hard copies of records, and ensuring consistent processes for labeling and storing of records. 1. Direct the activities of the Operations Department, supervising and guiding staff to accomplish unit objectives, assigning and evaluating work completed by Operations Department staff, handling personnel issues, performing annual EPRS performance reviews and identifying staff training needs. 1. Oversee front desk operations including schedule/coverage of DHCD’s main telephone line, with calls promptly answered and referred appropriately. 1. Manage Internal Agency Operations including overseeing DHCD’s Central Mail Room, DHCD’s copy and document production center, inventory all agency office equipment/assets and the leasing of equipment. 1. Provide operational support to agency’s central and field offices managing DHCD’s Central Supply Room for agency commonly-used office supplies. 1. Work with DHCD’s Procurement Director on renewal of maintenance agreements of agency printer/photocopiers, facsimile machines and/or other office equipment. 1. Manage all aspects of the agency’s mobile telephones, including ordering equipment, voice & data service, accessories, and assisting with repair issues. Resolve any billing issues with vendors, including those with mobile service companies, as needed. Coordinate telephone moves/adds/changes by entering requests into Executive Office of Technology Services and Security (EOTSS) ServiceNow system as needed. 1. Other duties and projects as assigned. _PREFERRED QUALIFICATIONS:_ 1. Strong customer service and organizational skills. 2. Excellent communication and interpersonal skills. 3. Must have strong attention to detail and ability to implement and execute complex plans efficiently and effectively. 4. Ability to summarize and disseminate important details in a timely manner. 5. Ability to establish and maintain collaborative relationships with internal and external entities, such as DCAMM, Operational Services Division, vendors, etc. 6. Fundamental knowledge of printer and scanner user interfaces, hardware configurations, and vendor troubleshooting platforms. 7. Fundamental knowledge of facility or building management portals and standard procedures. 8. Ability to learn, test, and evaluate a new software, application, or platform before deploying to the end users with recommendations or solutions. 9. Excellent time management skills, including the ability to balance multiple priorities, escalate issues, adjust to changing priorities and meet required deadlines. 10. Strong analytical and problem-solving skills. 11. Experience managing staff and projects, on site and in a remote environment. 12. Ability to work effectively independently with little supervision and collaboratively in a team setting. 13. Proficiency in Microsoft Word, Excel, Power Point, Outlook, Teams, and other Microsoft Office Suite products. 14. Ability to handle confidential matters and materials. 15. Ability to lift 25 – 30 pounds of equipment, office supplies and other items. _COMMENTS:_ Please upload resume and cover letter. This position is currently a telework position. The successful candidate will work remotely but must be flexible and able to perform duties in a shared office workspace as required. Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division’s Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range. Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website. _PRE-OFFER PROCESS:_ A background check will be completed on the recommended candidate as required by the regulations set forthby the Human Resources Division prior to the candidate being hired. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) five (5) 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 one (1) year must have been in a project management, 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. Executive Order #595:As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption. An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. Job: Administrative Services* *Organization: Dept Housing & Community Dev *Title: *Director of Operations Location: Massachusetts-Boston-100 Cambridge Street Requisition ID: 210008BM