Facilities Office Manager

About the Office of the Comptroller
The Office of the Comptroller (CTR) ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.

As stewards of the public trust, we aspire to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.

The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.
Position Summary
The Office of the Comptroller is seeking to hire a Facilities Office Manager. Reporting to the Chief Financial Officer, the Facilities Office Manager plays a critical role in the management, planning, and all facilities operations. This role oversees the Facilities Team, which is part of CTR's Executive and Administration Team. Key responsibilities of this position: manages and provides support on all facilities operation functions, including but not limited to equipment and consumable supply inventory, records management and digitization, front desk coverage, organization of office work areas, and on-boarding and off-boarding support.

The work location for this role will be at One Ashburton Place, Boston, MA. This role is expected to perform 24x7 on-call and after hours support as authorized and required.

This opportunity has a fully on-site schedule.

Specific Duties
• Manage all facilities and safety issues on the floor. This includes but is not limited to coordination with DCAMM, maintenance management of physical space, leased equipment, and safety protocols for floor.

• Monitor, maintain, and respond to abnormal conditions in facility systems.

• Manage inventory and surplus property, including but not limited to Service Now ITAM software for physical equipment, software, and working in tandem with ESS and Procurement team on inventory recordkeeping.

• Manage and provide strong leadership for the Facilities Team.

• Manage and oversee employee onboarding and offboarding for Operations tasks. This includes but is not limited to meeting newly hired employees to distribute equipment, explain building safety protocols and evacuation plans, and other Facilities related topics.

• Manage and oversight of Microsoft Planner, which is a software that organizes, tracks, assigns, and monitors onboarding and offboarding tasks.

• Manage and oversight of Robin application which is a reservation software for CTR and BEST Program staff to schedule workspace when working onsite.

• Implement and manage CTR records management plan.

• Support efforts to focus on projects to redesign and improve CTR workspace.

• Support and assist in office wide projects, including serving as point of contact for any remodeling or construction of CTR workspace.

• Works closely with CFO on all facilities-related items and provide financial reporting of inventory.

• Work with various building management and support teams to address capacity shortfalls, facilities related issues, and projects.

• Perform monitoring of end of life (EOL) for equipment and assist the CFO and ESS with executing the technology refresh process.

• Coordinate, plan for, schedule, and assist with hardware installations, relocations, and removals.

• Enforce procedures for movement of hardware, vendor work, and cabling installations, point of contact for any remodeling or construction on the floor.

• Ensure all maintenance work is consistently documented in accordance with CTR processes and procedures.

• Proactively troubleshoot customer issues and work closely with other CTR units to ensure customer issues are resolved promptly.

• Understand and communicate CTR's facility standards to employees and customers.

• Provide feedback to CFO on the effectiveness of existing standards and processes; make recommendations for improvement as appropriate.

• All employees of CTR may be asked to engage in other assignments on an as needed basis.

Compensation

Salary Range: $ 110,000 - $124,000

This is a management level VI position. Salary is commensurate with experience.

Benefits Package
CTR is pleased to offer a comprehensive benefits package for its employees and managers. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process.

The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth's Group Insurance, and optional pre-tax Health Savings Account plans. Details of the various plans and the cost split between employer and employee may be reviewed by looking at the Group Insurance website, https://www.mass.gov/orgs/group-insurance- commission and/or as part of the interview process.

CTR employees also participate in the Commonwealth's State Retirement Plan, which may become a Defined Benefit Plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board-of-retire/ .

In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other programs.

Commitment to Diversity
CTR is committed to building a diverse staff at all levels across its entire agency.

CTR IS AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER.

Application Process
The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.

Interested candidates must submit their materials electronically, by email no later than 5:00 pm, on

September 2, 2024.

Submissions should include the following:

• a cover letter, and

• resume

Candidates chosen to advance to a second-round interview will also be required to submit:

• three business writing samples that showcase a variety of formats

Please include position title and posting number (FY25-006) in the subject line of your submission. Your application package should be submitted to:

CTR- HR@mass.gov

Late submissions may be considered solely at the discretion of CTR.

Required Background Check - Including Tax Compliance
CTR requires a background check on all prospective employees as a condition of employment. Candidates should know that the background check is not initiated until:

1. A candidate is invited to a second or subsequent interview and

2. The candidate has signed the Background Check Authorization Form and related releases.

This background check includes a Criminal Offender Record Information (CORI) check, and Commonwealth Department of Revenue state tax compliance on all prospective employees as a condition of their employment.

Candidates with advanced degrees and professional licenses may have these credentials verified.

Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.

Further Information
Please visit https://www.macomptroller.org for more information about the Office of the Comptroller.

Qualifications:
Preferred Qualifications
• Prior experience in Facilities Operations

• Prior experience using ticketing systems to monitor and manage work order requests

• Prior experience successfully supervising direct reports

• Prior Project Management experience

Required Skills
• Knowledge of ServiceNow Customer Service Management (CSM) Module

• Knowledge of Five9 VOIP application

• A dedication to excellent customer service, and a solid professional approach to problem solving

• Excellent oral and written communication skills

• Superior time management skills

• Demonstrated strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Demonstrated ability to exercise sound judgement.

• Comfort with speaking and working in front of groups

• Collaborative approach to work, process, or issues

• Ability to analyze data to draw conclusions; troubleshoot scenarios and make appropriate recommendations

• Ability to work with colleagues at various levels, as part of a team to advance this project, identify best practices and help develop procedures for similar projects.

• Ability to contribute effectively to the overall CTR work environment in a positive, respectful, and cooperative fashion

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 or higher 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.