Administrative Assistant, LTLC

South Middlesex Opportu • Full-time • 2m ago

Summary: 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.

Why Work for SMOC?

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.

Primary Responsibilities:

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

Knowledge and Skill 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

Organizational Relationship:

Directly reports to Component Director.

Direct reports to this position are none.

Physical Requirement:

Must be able to ascend and descend stairs.
The position requires prolonged periods of sitting.

Working Conditions: Administrative Assistant will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services.

Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.

Monday-Friday ; 8am-4pm
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