Office Administrator


BCforward is currently seeking a highly motivated Office Administrator in Concord, MA 01742



Position Title: Office Administrator
Location: Concord, MA 01742
Shift Timing: Mon Friday 40.00 Hours Per Week
Anticipated start date: 1-2 Weeks
Duration: 2 to 3 Months contract and the possibility to be extended the contract.
Pay Rate: $19.00 - $19.81 on W2


ESSENTIAL JOB FUNCTIONS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
• Provides administration and clerical support to the Finance Department and related boards and committees. Creates, edits and distributes a variety of documents including reports, postings, notices, minutes, and correspondence. Maintains filing systems. Checks, sorts, records and files various materials. Maintains calendars for the Department. Updates and maintains Finance Department webpages on the Town's website.
• Makes arrangements for board/committee meetings as assigned. Prepares agendas, meeting notices, board motions, minutes, correspondence, committee member appointment records, information packets and visual aids. Reserves space, arranges meeting rooms and posts related materials on the Town website. Coordinates meeting broadcasts with MMN, greets and assists the public, employees, and vendors in person, on the phone, and via email; gathers information, answers general questions, supplies information relating to the policies, rules and regulations of the Department, and directs more complicated questions to other professional staff or departments as appropriate to the circumstances.
• Assists in carrying out organizational and communication tasks on behalf of committees that work directly with the Chief Financial Officer, including the Finance Committee, Financial Audit Advisory Committee and the Trustees of Town Donations. Prepares meeting packets and agendas and ensures proper posting in a timely fashion. Prepares meeting minutes as assigned.
• Receives, processes, reconciles and maintains files for all Town gift accounts, including accounting and reporting of a large volume and variety of funds; prepares necessary documents and correspondence for gift acceptance, approvals and acknowledgments. Assists in monthly reconciliation of Trustee of Town Donations accounts.
• Prepares and processes documents related to procurement and payables for all aspects of the Finance Department using municipal financial software. Prepares payment/bill schedules; codes, tracks and monitors expenses to insure they are within allocated amounts; ensures products or services purchased have been received; prepares and monitors requests for quotes, contracts and purchase orders; tracks invoices related to utility expenses across all town departments and buildings, follows up on missing invoices as well as examines and questions significant variances within monthly invoices.
• Maintains, organizes, and updates all Facilities capital projects plans and spreadsheets to maintain accurate records within town-wide software systems, applying financial policies and procedures relative to state and local procurement regulations; seeks assistance from supervisors when exceptions to procedures arise. Responsible for electronically sending plans and specifications for bids to all requesting vendors, maintains list for all bids. Records quotes from vendors for IFB openings. Submits all vendor names to the Secretary of the Commonwealth of Mass. - Central Register.
• Maintains records related to the Finance budget; compiles and updates budget details, accounts and summaries; monitors expenditures and balances within accounts; assists CFO with preparation of annual budget; prepares monthly, annual and quarterly reports.
• Calculates and prepares payroll and personnel records for Finance staff related to sick leave, holiday leave and vacations. Prepares payroll detail worksheets and payroll summary authorizations, prepares change of status forms.
• Organizes, prepares, and places supply orders. Ensures proper procurement is adhered to and that supplies are delivered as required, reconciling purchase slips to invoices, and ensuring timely encumbrances and payments. Monitors all vendors to ensure procurement limits are followed.
• Performs special projects and related responsibilities as initiated and requested.
• Performs other related duties as required, directed or as the situation dictates.
• Regular attendance and punctuality at the workplace is required.


Interested candidates please send resume in Word format Please reference job code 230548 when responding to this ad.


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Job Snapshot




Employee Type

Contractor



Location

Concord, MA (Onsite)



Job Type

Admin - Clerical



Experience

Not Specified



Date Posted

10/22/2024