Office Administrator - Finance - Apidel Technologies

Admin support to the Finance Dept - short term assignment 2-3 months. Looking for someone to start ASAP to train with the admin who is leaving 11/1/24. Municipal experience and Munis experience preferred.

GENERAL SUMMARY:
Under the general supervision of the Chief Financial Officer (CFO), provides a wide variety of complex and routine administrative support to the Finance Department. Duties require a high level of competence in utilizing technology and communicating verbally and in writing. Performs moderately difficult office tasks requiring initiative and independent judgment in the application of prescribed policies, procedures, and methods and in working directly with officials, Town staff, and customers. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Performs varied and responsible duties requiring a thorough knowledge of departmental operations (and in certain instances town-wide operations) and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of details, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.

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 Towns 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
Office Administrator Finance
Town of Concord, MA Page 2 of 3

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  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.

SUPERVISORY RESPONSIBILITY:
None.

EDUCATION, EXPERIENCE & SPECIAL REQUIREMENTS:
Associates degree or two-year college certificate, plus three to five years of progressively responsible administrative experience, including customer service, clerical, website/design work, or communications; or any equivalent combination of education and experience. Municipal experience, and education or training in website development, graphic design, or other technological processes, preferred.

KNOWLEDGE, SKILLS & ABILITIES:
Thorough working knowledge of office procedures, practices and terminology. Knowledge of basic bookkeeping techniques. Knowledge of municipal government and its operations as well as state and local laws related to the position.
Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with officials, volunteers, and coworkers. Ability to apply discretion to communications and to maintain confidential information.
Ability to compose correspondence and to prepare, type and proofread reports as to form and logic flow. Ability to maintain detailed budget accounts, financial records and clerical records.
High level of technological skill, including those skills related to website design. Familiarity with photo editing software, HTML and .PDF conversion techniques. Proficiency using Microsoft Office Suite, accounts payable, and other related software applications.
Ability to work independently and with a high level of detail, to prioritize multiple tasks, and to deal effectively with interruptions; ability to identify and analyze complex issues and to develop appropriate recommendations.
Strong time management and organizational skills; ability to work accurately and efficiently with a high level of detail; ability to prioritize work, deal effectively with interruptions and effectively perform multiple tasks independently within deadlines.
Office Administrator Finance
Town of Concord, MA Page 3 of 3

WORKING CONDITIONS & PHYSICAL DEMANDS:
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 physical demands (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a moderately noisy work environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.

Operates computer, calculator, telephone, copier, camera, measuring devices and other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.