Office Administrator - Finance

$41,184 - $41,184/Yr

Fourans - Concord, MA

Full-time

Concord, MA

Professional, Scientific, and Technical Services

About the position

The Office Administrator for Finance will provide comprehensive administrative support to the Finance Department under the supervision of the Chief Financial Officer (CFO). This role involves managing a variety of office tasks, maintaining departmental operations, and ensuring effective communication within the department and with external stakeholders. The position requires a high level of technological proficiency and the ability to handle multiple responsibilities with flexibility and initiative.

Responsibilities

• 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 and checks, sorts, records, and files various materials.
• Maintains calendars for the Department and updates Finance Department webpages on the Town's website.
• Makes arrangements for board/committee meetings, prepares agendas, meeting notices, and visual aids.
• Coordinates meeting broadcasts and assists the public, employees, and vendors in person, on the phone, and via email.
• Receives, processes, reconciles, and maintains files for all Town gift accounts, including accounting and reporting of funds.
• Prepares and processes documents related to procurement and payables for the Finance Department using municipal financial software.
• Maintains, organizes, and updates all Facilities capital projects plans and spreadsheets.
• Maintains records related to the Finance budget and assists CFO with preparation of the annual budget.
• Calculates and prepares payroll and personnel records for Finance staff.
• Organizes, prepares, and places supply orders, ensuring proper procurement is adhered to.
• Performs special projects and related responsibilities as initiated and requested.

Requirements

• Associate's degree or two-year college certificate.
• Three to five years of progressively responsible administrative experience, including customer service and clerical work.
• Knowledge of municipal government operations and state/local laws related to the position.
• Excellent interpersonal skills and ability to communicate effectively both verbally and in writing.
• High level of technological skill, including website design and proficiency in Microsoft Office Suite.

Nice-to-haves

• Municipal experience and education or training in website development or graphic design.