DPW HEaT Office Manager

Location: Gerlach, NV

Department: DPW

Type: Temporary

Min. Experience: Experienced

JOB SUMMARY 
The DPW Heavy Equipment and Transportation (HEaT) department supports infrastructure, art, and other heavy equipment and transportation needs at the Burning Man event. 

The HEaT Office Manager is responsible for all administrative tasks required by HEaT operations throughout the event production cycle. This includes budget tracking, database management, purchasing and receiving, documentation, and support for crew member needs.

 

The deadline to apply for this role is 5:00pm PT on Wednesday, April 25, 2018.

 

DUTIES & ESSENTIAL JOB FUNCTIONS

  1. Database Management (40%)
    • Directly responsible for the accurate collection, organization, and reporting of data depicting all HEaT operations performed throughout the season
    • Maintains the database and other dispatching tools utilized in the collection of information
    • Directs the HEaT Dispatch Assistants, ensuring they have a full understanding of the intended methods for capturing appropriate information for each job performed by the department
    • Sees that machinery and transportation logs are reconciled daily and follows up with equipment operators and drivers as needed to address any discrepancies
    • Works with other Burning Man departments requiring documentation of services to provide meticulous reporting that satisfies specific interests and expectations
  2. Equipment Receiving and Tracking (10%)
    • Plans for and oversees the receiving of all equipment supplied by vendors, confirming that details of paperwork are correct, and the condition of vehicles, and machinery meet HEaT expectations 
    • Oversees the accurate recording and tagging of equipment, in order to facilitate reliable job tracking, and to simplify reconciliation of vendor invoicing following the season
    • Makes available, a summary of equipment put into service, for use by HEaT Dispatch and Operations Managers
    • Reports any concerns relating to the condition of the equipment to the HEaT Operations Manager in a timely fashion
  3. Staffing (15%)
    • Updates the HEaT crew roster annually, to include dates of availability, and changes to contact information; informs the HEaT Department Manager of those ready to be contracted
    • Follows up with staff, as needed, to confirm they have received and signed contract materials prior to beginning work; coordinates with Human Resources to resolve challenges
    • Maintains and secures current files for all crew members including: certification materials, performance records, and current contact information
    • Supports crew members at the start of the season and throughout, providing essential resources such as maps, keys, log sheets, radio equipment, etc. 
  4. Documentation (15%)
    • Develops and maintains documentation of departmental methods and protocols
    • Sees that all department meetings and briefings are recorded and archived, and that minutes are made readily available to staff
    • Manages organization of shared filing systems and communicates expectations regarding file structure and naming conventions to HEaT staff
    • Provides record keeping support to the HEaT Operations and Training Manager who oversees the training and certification of equipment operators
  5. Procurement (10%)
    • Collects requests for items to be purchased, and provides support in researching specific details, costs, and availability
    • Obtains necessary approvals for purchases; submits clear requests to the Purchasing department; liaises with the Purchasing Buyers, as needed, regarding item specifics and urgency
    • Records the receipt of purchased items and provides for fast delivery to requestors
    • Sees that items are coded correctly and monitors spending to prevent unforeseen cost overages

 

OTHER FUNCTIONS AND RESPONSIBILITIES (10%)

  • Assists staff with locating resources for personal needs (Credentialing, OCC Med, Human Resources, Employee Assistance Program, etc.)
  • Sets up and maintains HEaT administrative workspaces, stocking office supplies and coordinating internet access with the Technology Team
  • Tracks services requested by the department including, but not limited to: water, sanitation, fuel, ice, and meals
  • Captures details of decomposed granite deliveries for charge-back to artists
  • Performs various other duties as assigned by the HEaT Department Manager and the DPW Manager

 

LEARNING AND TEACHING

  • Documentation – Drives the creation, publishing, and maintenance of process documentation related to assigned duties.
  • Teaching – Takes a leadership role in the acculturation and training of staff. Teaches live or e-learning classes, as requested. Promotes a culture of teaching and learning throughout the community.
  • Mentoring – Mentors subordinates in acquiring the knowledge, skills, and experience that will allow them to advance in the organization. Aids, encourages, and inspires their team.
  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes. Participates in conferences, forums, and networking events, where appropriate.


QUALIFICATIONS
REQUIRED

  • Experienced in the administration of database management systems; capable of navigating, maintaining, and troubleshooting tools for data collection (1 year minimum experience)
  • Highly organized; instills and applies order and cleanliness to the work environment and pays careful attention to detail in the handling of important information
  • Effective time management skills; carefully manages own time, the time of individual team members, and the efforts of the team as a whole
  • Appreciates discretion; maintains confidentiality in all aspects of the work environment and trains staff to uphold and practice discretion
  • Communicates clearly and concisely both verbally and through written correspondence. Tailors communication to receiving party with appropriate professionalism. Experienced and comfortable with using 2 way radios
  • Good judgment and decision making; considers the relative effects of potential actions, effectively prioritizes, exercises quick decision making skills 
  • Maintains a respectful and polite demeanor, providing services with care, and offering thoughtful acknowledgement and accommodation of requests 
  • Honest and ethical with a dedication to the Burning Man principles and behavioral standards
  • Reliable, responsible, and dependable; fulfills obligations
  • Open to change (positive or negative) and to considerable variety in daily tasks
  • Strong leader; inspires, motivates, and encourages a collaborative work environment
  • Innovative; strongly analyzes and takes a creative approach to new thinking on old work
  • Has a working knowledge of Google products (Gmail, Docs, Sheets, Drive) and Microsoft Word, Excel and Access
  • Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada

PREFERRED

  • Skilled in database development including but not limited to Microsoft Access
  • Knowledge of SQL and other programming languages a plus
  • Experienced with Visual Basic
  • It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture

 

 

REQUIRED LICENSES/CERTIFICATIONS
Must have a valid state issued Driver’s License and a clean driving record


 

WORKING CONDITIONS
Off-playa:  Work is primarily sedentary in nature, no special demands are required.
On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.


 

ABOUT THIS ROLE
This is a temporary, full-time position ineligible for benefits, working out of Gerlach, Nevada.
Burning Man is an equal-opportunity employer.

 

The expected timeframe of temporary full-time employment for this role, during the DPW work season, is July through September.

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