South Middlesex Opportunity Council (SMOC)

Administrative Assistant

South Middlesex Opportunity Council (SMOC)

full-time

Posted on:

Location Type: Hybrid

Location: Lowell • Massachusetts • 🇺🇸 United States

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Salary

💰 $0 - $22 per hour

Job Level

Mid-LevelSenior

About the role

  • Provide administrative and financial management support to the assigned programs including processing accounting transactions, coordinating human resources processes, representative payee processes, and managing the business office.
  • Ensure the financial, accounting, and administrative aspects of the assigned programs are operating in compliance with all federal, state, and local funding requirements, as well as, agency policies and procedures.
  • Manage the agency’s bank deposit process including entry into the accounting database, if required, and submission of required forms to A&F.
  • Process accounts receivable including rental collections, donations, rep payee reimbursements and grants and contracts revenue.
  • Manage all aspects of the division’s accounts payable invoicing process as required by A&F including coding and submission to A&F.
  • Collect rent from an assigned tenant. Ensure coordination, effective communication and reconciliation with SMOC Housing as appropriate.
  • Coordinate recruiting for open positions; perform new hire orientation including the collection of paperwork and submission to HR; process volunteer and intern paperwork.
  • Review and reconcile the division's timesheets, time-off balances, etc., and submit to Payroll on a timely basis.
  • Manage the petty cash fund.
  • Coordinate and process purchase orders, expense reports, and stipend program payments through A&F.
  • Assist as needed in Agency audit.
  • Maintain accurate records/files and process paperwork in accordance with agency policies and timeframes.
  • Provide support to the Director and Program Directors on various initiatives and tasks as required.
  • Manage all financial aspects of Social Security Payee program within expectations laid out by SSA.
  • Engage all clients by understanding and addressing their needs whether within or outside the scope of the specialty.
  • Attend & participate in team meetings and communicate effectively with clients and staff in other specialty areas.
  • Ensure compliance with program/department, agency, and/or funder requirements, as well as, SMOC policies & procedures.
  • Other duties as assigned.

Requirements

  • High School diploma required; Associates degree in Business Management / Administration or Accounting desired.
  • Minimum 3 years prior experience in office management required.
  • Must be able to work independently as well as part of a team.
  • Strong verbal and written communication skills.
  • Basic accounting skills required.
  • Knowledge of Quickbooks and other accounting software preferred.
  • Highly organized, detail-oriented and able to manage time effectively.
  • Must be proficient in Microsoft Office and database systems.
Benefits
  • Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
  • Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
  • Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
  • 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
  • Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
  • Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
accountingfinancial managementaccounts receivableaccounts payablepayroll processingrecord keepingauditingtime managementdata entrybudgeting
Soft skills
communicationorganizationdetail-orientedteamworkindependenceclient engagementproblem-solvingcoordinationreconciliationinitiative
Certifications
High School diplomaAssociates degree in Business ManagementAssociates degree in AdministrationAssociates degree in Accounting