Office Support Specialist I - Seasonal Fleet Division

The Department of Conservation and Recreation manages one of the largest and most diverse state parks systems in the nation and protects and enhances natural resources and outdoor recreational opportunities throughout Massachusetts. The DCR system includes over 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, golf courses, skating rinks, trails and parkways.

The Department of Conservation and Recreation seeks applicants for the position of Seasonal Office Support Specialist I in the Fleet Division. 

Start Date: 11/10/24

End Date: 3/15/25

The Office Support Specialist I 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 I provides administrative support functions such as preparing and analyzing correspondence, reports, and other materials as needed.

DUTIES AND RESPONSIBILITIES

Uses computer software or database to prepare reports and compile data for finance primarily and HR to Payroll as assigned. Creates and maintains database and spreadsheet files and paper files as assigned. Is responsible for the organization and upkeep of detailed filing system/file rooms.

Supports 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. Follows 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 card

Monitors and reconciles expense budgets and appropriations in MMARS on a daily basis and assists the business manager with transfers as necessary. Supplies fiscal support to fleet and supports the fleet staff.

Responds to inquiries and provides information to internal and external contacts.

Communicates with dept. fiscal staff regularly to ensure compliance with all state and agency fiscal policies and regulations.

Communicates 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.

Prepares, submits and reviews in MMARS payment documents (PRC & GAX) for both contracts and commodities purchases.

Provides guidance to the fleet staff to ensure the proper use of statewide and departmental contracts.

Prepares MMARS statements for the business manager and finance regarding the status of current account balances and department expenditures.

Queries the MMARS warehouse to provide various fiscal information as required by the business manager and fleet manager.

Maintains information on agency fleet vehicles and equipment.

Maintains effective communication with the Fleet Manager and other administrative staff in fleet as well as staff in the D