Office Administrator

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

Position Title: Office Support/Administrative
Location: Concord, MA 02125
Shift Timing: Mon Friday 40.00 Hours Per Week
Anticipated start date: 1-2 Weeks
Duration: 3 Months contract and the possibility to be extended the contract.
Pay Rate: $16.00 - $19.80 on W2

Duties and Responsibilities: 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 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.


Benefits:

BCforward offers all eligible employees a comprehensive benefits package including, but not limited to major medical, HSA, dental, vision, employer-provided group life, voluntary life insurance, short-term disability, long-term disability, and 401k.


About BCforward:

Founded in 1998 on the idea that industry leaders needed a professional service, and workforce management expert, to fuel the development and execution of core business and technology strategies, BCforward is a Black-owned firm providing unique solutions supporting value capture and digital product delivery needs for organizations around the world.
Headquartered in Indianapolis, IN with an Offshore Development Center in Hyderabad, India, BCforward's 6,000 consultants support more than 225 clients globally.


BCforward champions the power of human potential to help companies transform, accelerate, and scale.
Guided by our core values of People-Centric, Optimism, Excellence, Diversity, and Accountability, our professionals have helped our clients achieve their strategic goals for more than 25 years.
Our strong culture and clear values have enabled BCforward to become a market leader and best in class place to work.


BCforward is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.


To learn more about how BCforward collects and uses personal information as part of the recruiting process, view our Privacy Notice and CCPA Addendum.
As part of the recruitment process, we may ask for you to disclose and provide us with various categories of personal information, including identifiers, professional information, commercial information, education information, and other related information.
BCforward will only use this information to complete the recruitment process.


This posting is not an offer of employment.
All applicants applying for positions in the United States must be legally authorized to work in the United States.
The submission of intentionally false or fraudulent information in response to this posting may render the applicant ineligible for the position.
Any subsequent offer of employment will be considered employment at-will regardless of the anticipated assignment duration.


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