Position

Clerk IV
First Application Review Date
December 19, 2025; open until filled
Posting
December 2025
Start Date
ASAP
Division
Operations
Union Affiliation
AFSCME
Position Number
FY26-20
Supervision Received
Receives supervision from Director of Operations & Maintenance
Supervision Exercised
May supervise subordinate personnel in area of responsibility

General Responsibilities

Incumbents of positions in this series maintain files and records; answer telephones; prepare and mail outgoing correspondence or parcels; prepare correspondence, forms, files, and reports for processing, storage, or forwarding; answer inquiries; operate standard office machines and equipment; and perform related work as required.

The basic purpose of this work is to provide clerical support for an assigned unit or agency.

Responsibilities:

  1. Monitors assigned unit activities to ensure effective operations in compliance with established standards.
  2. Confers with agency staff to exchange information, to coordinate efforts and to obtain information concerning agency program and activities. 
  3. Maintains liaison with various local, state, and federal agencies and others to exchange information, to resolve problems and to coordinate activities. 
  4. Reviews and analyzes data concerning assigned unit activities to improve work methods, determine progress, and revise established procedures and/or to provide information to superiors. 
  5. Prepares reports concerning assigned unit activities to furnish required information and to make recommendations concerning procedures, programs, and activities.
  6. Responds to inquiries to provide information concerning assigned unit activities. 
  7. Performs related duties such as compiling data for use in reporting assigned unit activities.
  8. Compose letters and review documents for completeness, content, and compliance with regulatory and legal standards.
  9. Manages AP/AR including requisitions, purchase orders, change orders, invoices, credit card transactions. 
  10. Schedules for appointments and inspections of equipment.
  11. Prepares and/or processes personnel action within the department by recording such actions and completing forms for forwarding for approval. 
  12. Performs other duties as assigned.

Qualifications and Requirements

Qualifications Required at Hire:

  1. Knowledge of the principles and practices of office management. 
  2. Knowledge of the methods of general report writing.
  3. Knowledge of the methods used in the preparation of charts, graphs, and tables. 
  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 analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
  7. Ability to follow written and oral instructions.
  8. Ability to gather information through questioning individuals and by examining records and documents. 
  9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. 
  10. Ability to assemble items of information in accordance with established procedures.
  11. Ability to prepare general reports.
  12. Ability to maintain accurate records.
  13. Ability to prepare and use charts, graphs, and tables.
  14. Ability to communicate effectively in oral expression.
  15. Ability to give written and oral instructions in a precise, understandable manner.
  16. Ability to deal tactfully with others.
  17. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds. 
  18. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controller work through periodic reviews and/or evaluations; determine subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determine the need for disciplinary action and either recommending or initiating disciplinary action.
  19. Ability to exercise sound judgment.
  20. Ability to exercise discretion in handling confidential information. 
  21. Assign work orders
  22. Assign motor pool fleet (45) cars, trucks, lease vans, bus usage daily
  23. Fuel vehicles
  24. Valid MA Class D Driver’s License

Qualifications Acquired on Job:

  1. Knowledge of the laws, rules, and regulations governing the state personnel system.
  2. Knowledge of state budgetary procedures relating to positions, salaries, and personnel services.
  3. Knowledge of the laws, rules, policies, and procedures governing Federal Grant Administration. 

Minimum Entrance Requirements:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I.    A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*

II.   A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*

III.  A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*

IV.  A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*

*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

NOTE:   Educational substitutions will only be permitted for a maximum of two years of the required experience.

Salary

$49,261.16 annually (AFSCME Grade 13, Step 1: $1,894.66 bi-weekly)

How to Apply

To Apply: Please submit the following documents: cover letter, resume, MMA application, and contact information of three (3) professional references. The MMA application form is located on the employment opportunities under Human Resources on the MMA website: www.maritime.edu. Application materials may be saved, attached, and sent electronically to hr@maritime.edu. Alternatively, submit application materials by USPS to: Human Resources Department, Massachusetts Maritime Academy, 101 Academy Drive, Buzzards Bay, MA 02532. Finalist must complete background check and pre-employment drug testing.

Massachusetts Maritime Academy is an Equal Opportunity Employer.