POSITION INFORMATION: Position: Office Support Specialist II Location: 10 Park Plaza, Boston Start Date: 11/16/2025 End Date: 3/21/2026 Work Hours: 37.5 hours # of positions: 1 Please note, if you are selected for this position and will be working less than 90 days, the position will automatically revert to a short-term position. Our short-term positions are not part of the salary scale that is advertised within this job posting. Should this position revert to a short-term seasonal position (less than 90 days), your salary rate will be discussed with you during the interview phase of the process. Who We Are: The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts' environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family.??Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition. Who We Are as an Employer: At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents. The Department of Conservation and Recreation's mission is to protect, promote and enhance our common wealth of natural, cultural and recreational resources for the well-being of all. The DCR is steward to one of the largest and most diverse state parks systems in the nation which includes more than 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, skating rinks, trails, golf courses and parkways.?DCR strives to be an exemplary leader in conservation and recreation. DCR's staff is passionate, dedicated, and continuously employs best practices that are informed by expertise, and creates a sense of place through carrying out the mission. The Department of Conservation and Recreation seeks applicants for the position of Seasonal Office Support Specialist II in the Fleet Division. The Office Support Specialist II support the Fleet office in all aspects of administrative support including reviewing reports from vendors and other state agencies and assisting with agency compliance with data collection and compliance reports regarding Fleet programs. Maintain accounting information in MMARS; prepare financial statements and reports; maintain accounting records; utilize MMARS warehouse to reconcile accounts and provide spending trends. The Office Support Specialist II provides administrative support functions such as preparing and analyzing correspondence, reports, and other materials as needed. DUTIES AND RESPONSIBILITIES Use computer software or database to prepare reports and compile data for finance primarily as assigned. Create and maintain database and spreadsheet files and paper files as assigned. Is responsible for the organization and upkeep of detailed filing system/file rooms. Support the Fleet office in the review of reports and data from the Office of Vehicle Management including; telematics data, fuel site reports and toll charge reports. Follow up with DCR bureaus and departments for responses to data requests and action items. Assist with tracking surplus assets in OVM VMMS. (vehicle maintenance management system) and scheduling of surplus assets to OVM lot. Assist with processing OVM travel forms, Assist with replacement and renewal of WEX Fuel cards Monitor and reconcile expense budgets and appropriations in MMARS daily and assist the business manager with transfers, as necessary. Suppl?fiscal support toFleet and support theFleet staffs. Respond to inquiries and provide information to internal and external contacts. Communicate with dept. fiscal staff regularly to ensure compliance with all state and agency fiscal policies and regulations. Communicate with outside agencies and vendors to resolve accounting discrepancies & reporting major discrepancies such as violations of procurement procedures to the fleet business manager in a timely manner. Prepare, submit and review MMARS documents for both contracts and commodities purchases. Provide guidance to theFleet staffsto ensure the proper use of statewide and departmental contracts. Prepare MMARS statements for the business manager and finance regarding the status of current account balances and department expenditures. Query the MMARS warehouse to providefiscal information as required by the business manager andFleetManager. Maintain information on agency fleet vehicles and equipment. Maintain effective communication with the Fleet Manager and other administrative staff in fleet as well as staff in the DCR's Administration and Finance office in a timely and accurate manner. Prepare requests to vendors for changes in service, i.e. starting and stopping services, tracking down unauthorized charges, etc. Assist business manager in conducting year-over-year budget analysis to help identify and monitor potential shortfalls/surpluses. Make recommendations to business manager on annual budget preparations. Ensure correct accounting information on deferred maintenance documents to ensure accurate cost reporting. Address or appropriately redirect phone calls in a courteous manner. Assists with dispatch duties as needed, operates office equipment such as printer, copier, fax, etc. Answer fleet dispatch when needed. Create SharePoint documents, files, folders, etc. Create Spreadsheets and pivot tables for department use and special projects, writes professional department memos and emails. Provide guidance, supervision or administrative support to personnel as assigned. PREFERRED QUALIFICATIONS: Ability to communicate effectively. Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence. Ability to use proper grammar, punctuation, and spelling. Ability to make recommendations. Ability to multi-task and prioritize. Ability to prepare documents and reports accurately. Ability to assist customers of diverse backgrounds. Ability to follow guidelines and procedures. Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management. Ability to work independently and in teams. Organizational skills. Based on assignment, the ability to supervise and assign work effectively. First consideration will be given to those applicants that apply within the first 14 days. Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below: Substitutions: I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. II. An Associate'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. Educational substitutions will only be permitted for a maximum of two years of the required 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. Job: Administrative ServicesOrganization: Department of Conservation & Recreation Title: Seasonal Office Support Specialist II - Fleet Location: Massachusetts-10 Park Plaza Requisition ID: 250007K0
