Massachusetts Veterans Jobs

Office Manager A&F Position Purpose/Summary Responsible for providing clerical and administrative assistant to the Chief Administrative & Financial Officer (CAFO), the Office of Administration & Finance and Department of Technical Assistance & Compliance. This position will be responsible for assisting with the administration of department policies, payroll, accounts payable, accounts receivable, and assisting in administering contracts as they relate to the department. Work is performed under the direction of the CAFO. Supervision is not exercised over other employees. Essential Functions Provides clerical and administrative support to the department. Primary phone contact, ascertaining the nature of the call, and resolving personally, or directing it to the appropriate individual or department. Oversees department record management duties, including record retention and filing relevant materials, e.g., contracts, council orders, payroll, accounts payable, departmental files, personnel records, accounting data. Assists with the onboarding of departmental employees, guaranteeing a smooth transition and start with the department. Completes and processes various forms required of the Office of Administration & Finance (A&F), i.e., personnel forms, invoices, work orders, purchase orders. Assists in the administration and implementation of department training, policies, and procedures. Processes payments of all bills relative to the office. Maintains office supplies inventory, including ordering and supply management. Processes and disburses vendor contracts and all corresponding documentation, including contract files and invoices submitted for payment. Communicates with other City departments on a variety of issues. Perform other duties as needed Knowledge, Skills, and Abilities Complete knowledge of modern office practices, procedures and functions. Thorough knowledge of the principles of office management and supervision and ability to apply this knowledge to work problems. Considerable knowledge of departmental rules, regulations, procedures and functions. Ability to keep complex records and to prepare periodic reports from such records. Ability to establish and maintain effective working relationships with other employees and the public. Ability to make decisions with considerable independent judgment in regards to departmental policies and operations, particularly in the areas of processing payrolls, contracts, council orders, accounts payable and financial statements, and in the areas of specialized divisions of the department. Ability to develop, plan, and install clerical procedures and operations specific to the department. Ability to supervise, plan, assign, and coordinate the work of small groups of clerical staff performing specialized work, or a large group of clerical staff performing routine work. Education and Experience High school diploma or equivalent. Minimum of three (3) years\' experience in an administrative support capacity or equivalent.