Hybrid Administrative Assistant

at South Middlesex Opportunity Council (SMOC)

• Job title: Administrative Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $0 - $22 per hour
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Lowell, United States

About the role

• Administrative Assistant providing financial and administrative support to assigned programs at SMOC. Managing accounting transactions, coordinating HR processes, and supporting program directors.

Responsibilities

• 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.