JOB SUMMARY The Department of Public Works (DPW) Heavy Equipment and Transportation (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 DPW Heavy Equipment and Transportation (HEaT) department supports infrastructure, art, and other heavy equipment and transportation needs at the Burning Man event. This temporary, ineligible for benefits role is:
From April - July : Part-Time , Non-Exempt , based fully remote .
From July - September : Full-Time , Exempt , based on site in Black Rock City, Nevada .
The deadline to apply for this role is 5:00 pm Pacific on April 10th, 2024 .
DUTIES & ESSENTIAL JOB FUNCTIONS
Database Management (30%)
Directly responsible for the accurate collection, organization, and reporting of data depicting all HEaT operations performed throughout the season.
Works with HEaT Dispatch Team, ensuring they have a full understanding of the intended methods for capturing appropriate information for each job performed by the department.
Reconciles daily machinery and transportation logs 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.
Captures details of decomposed granite deliveries for charge-back to artists.
Personnel Support (20%)
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 to confirm they have received and signed contract materials prior to beginning work; coordinates with DPW Hiring Team to resolve staffing 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
Assists staff with locating resources for personal needs (Credentialing, OCC Med, Human Resources, Employee Assistance Program, etc.).
Help acculturate and educate junior staff and volunteers in Burning Man culture and DPW HEaT processes.
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.
Documentation & Procurement (25%)
Develops and maintains documentation of departmental methods and protocols; Work with Google products (Gmail, Docs, Sheets, Drive) and any additional online tools, technology, spreadsheets, maps, and applications specific to this role as required.
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.
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.
Provide feedback and new ideas towards the continued development of HEaT methods and protocols.
Contribute to improving and updating Standard Operating Procedures (SOP) for this role and crew operations throughout the season for accuracy.
Equipment Receiving and Tracking (15%)
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 Department Manager in a timely fashion.
Other Functions and Responsibilities (5%)
Work with HEaT Team to plan and execute LNT and Waste disposal plans.
Attend and support crew attendance to daily Morning Meetings.
Be familiar with, understand and act in accordance with Burning Man’s staff policies, protocols and behavioral standards.
Performs various other duties as assigned by the HEaT Department Manager
Additional On-playa Duties and Responsibilities
Exercise discretion and independent judgment with respect to matters of significance within the department.
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 meticulous attention to detail in the handling of important information.
Effective time management of self, individuals, and the team as a whole; ability to adhere to a strict schedule or timeline and maintain momentum while also setting healthy boundaries.
Keen sense of discretion, maintaining confidentiality in all aspects of the work environment and trains staff to uphold and practice discernment around sensitive information.
Communicates clearly, concisely and with appropriate professionalism verbally and written; Effective communication at all levels (able to adapt style when necessary) . Experienced with high-traffic two-way radio communication.
Good judgment, considering the relative effects of potential actions, proactively prioritizes, enabling quick, effective decision making.
Maintains a respectful and polite demeanor, providing services with care, and offering thoughtful acknowledgement and accommodation of requests.
Operates with a high level of behavioral integrity with strong leadership skills that inspire, motivate, and encourage a collaborative work environment.
Analytical with a mind for creative solutions, open to change (positive or negative) and able to multitask a considerable variety in daily tasks.
Has a working knowledge of Google products (Gmail, Docs, Sheets, Drive) and Microsoft Word, Excel and Access.
Capable of working in an extreme environment including drastic temperature changes, high winds, poor air quality and low to no visibility at times.
Able to temporarily relocate for work at the Burning Man event held in Gerlach, 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.
Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.
REQUIRED LICENSES/CERTIFICATIONS
Valid driver’s license and a good driving record
COMPENSATION
Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated rate for this position:
From April - July is $20.00 to $22.00 per hour .
From July - September is $1200.00 to $1400.00 per week .
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
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.
NOTICE FOR ALL APPLICANTS:
Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NH, NM, NV, NY, OR, PA, TX, UT, VA, WA, WI. Working hours for all positions are based on Pacific Time.
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