Salary: $65,282.30 – $77,550.79 Annually
Location : Andover, MA
Job Type: Full Time
Job Number: T23061
Department: Community Services – Recreation
Opening Date: 05/31/2023
Closing Date: 7/2/2023 11:59 PM Eastern
Minimum Hours per Week: 36.25
Description
Under the general direction of the Director of Community Services and in close coordination with the Directors of Recreation and Elder Services, the Office Administrator performs a variety of administrative, accounting, clerical support and marketing duties which meet the requirements of the Department of Community Services.
Responsibilities
Maintain financial and accounting operations of the Divisions of Elder Services and Recreation, including tracking funds provided by the Town and collected through user fees. Ensure for the proper monitoring of accounts and timely communication with appropriate manager(s) concerning account balances.
Process accounts payable, track payments, maintain purchase orders and contracts, reconcile accounts and resolve inconsistencies in conjunction with Accounting and Treasurer as necessary.
Perform administrative and bookkeeping functions including but not limited to: manage purchasing, payroll and leave records, prepare deposits, process refunds and/or account credits and track all such activities across both the GF and Revolving Accounts for both the Recreation and Elder Services Divisions.
Provide Department staff with reporting as requested to assist in the oversight of the Divisional budgets; monitor division’s budget expenditures and revenues.
Maintain financial reporting system to ensure integrity of financial results based on effective account procedures and controls; process and manage accounts payable and receivable.
Manage credit card statements and collaborate with the Finance Department and credit card provider to ensure proper disbursement of funds.
Organize and supervise all matters related to employee payroll.
Oversee any established financial assistance program in coordination with appropriate entities.
Complete billing for various programs associated with Elders Services and Recreation, including but not limited to: Senior Connections, Meals on Wheels, Kid Care.
Assist with the production of social media communications, website editing and newsletter production in conjunction with Department staff; maintain and manage email lists for (monthly, weekly) newsletter distribution.
Assist Director(s) with budgetary preparation and documentation associated with grants, foundation applications and/or gifts.
Purchase of necessary office and/ or program supplies as needed.
Provide administrative/clerical support to the COA board and other boards associated with the Department; attend meetings as necessary. Post meeting agenda and announcements and record/transcribe meeting minutes as assigned.
Respond to inquiries from program participants, parents and the public.
Provide support services to staff as requested.
Perform other related duties as assigned.
Qualifications
Skills, Knowledge and Abilities
- High proficiency in multiple computer software programs including: Microsoft Office Suite (Word, Excel, etc.), financial database systems (MUNIS), Sportsman Recreational Software, My Senior Center and/or other web based registration platforms, google docs and desktop publishing.
- Demonstrable knowledge of bookkeeping and accounting best practices and procedures.
- Knowledge of standard office procedures, practices, forms, and equipment.
- Must possess working knowledge of Federal and State laws relating to payroll and general business financial conditions.
- Proficient in social media (Facebook, Instagram, Twitter, etc.), online email marketing (Constant Contact) and basic website maintenance.
- Knowledge of financial software systems related to payroll and accounts payable/receivable. Ability to manage accounts payable ensuring timely and accurate disbursement of funds.
- Ability to utilize various computer programs to prepare and produce reports, marketing updates, promotional material, and other documentation.
- Ability to interact effectively and pleasantly with a variety of individuals, including town and school officials, community organizations, and the public.
- Ability to perform detailed work accurately and with dispatch; to establish priorities and to perform multiple tasks and deal effectively with interruptions.
- Ability to communicate effectively both in written format and oral presentation.
Education and ExperienceDuties require Bachelor’s degree in Business or related field, 1-2 years’ experience in office administration, including bookkeeping/accounting duties; some experience in the field of marketing preferred; or any equivalent combination of related education and experience.
Supplemental Information
SUPERVISORY RESPONSIBILITY
None.
PHYSICAL ELEMENTS
Normal office environment, not subject to extremes in noise, temperature, odors, etc.
Frequent interruptions to assist customers in the office or on the phone.
May spend extended periods at terminal, on telephone, or operating other office machines, requiring hand-eye-coordination and finger dexterity.
Regular lifting and carrying of files, documents, records, etc.
Involves travel to evening/weekend programs as needed.
Involves attendance at evening and weekend events and programs as needed.
FLSA Status: Non-Exempt
Grade IE-18
Standard Work Week: 36.25
Job Class Code: 6267
Risk Code: 8810