Administrative Operations Assistant

Administrative Operations Assistant

Job Overview:

The Administrative Operations Assistant plays a key role in ensuring the effective operation of human resource and payroll functions. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will provide administrative support, assist with payroll processing, maintain accurate records, and support overall office operations.

Key Responsibilities:

Administrative Operations:

• Provide administrative support to the operations team, including scheduling meetings, preparing correspondence, and organizing files.
• Assist with office management tasks such as ordering supplies, maintaining office equipment, and coordinating services.
• Prepare and maintain employee records, ensuring compliance with company policies and regulations.
• Process invoices, reimbursements, and other financial documentation.
• Coordinate district/department events, training, and meetings as needed.
• Prepare and update operational reports, spreadsheets, and presentations.
• Handle incoming calls, emails, and correspondence, directing them appropriately.

Payroll Processing:

• Process bi-weekly payroll (MUNIS payroll software) for all employees, ensuring accuracy and compliance with company policies and regulations.
• Collect, verify, and input employee timesheets, ensuring accurate reporting of hours worked.
• Maintain payroll records, including deductions, overtime, and leave balances.
• Address and resolve payroll discrepancies and employee inquiries.
• Prepare and distribute payroll reports to relevant departments.
• Ensure compliance with federal, state, and local payroll regulations, including multiple retirement systems (MTRS, Dedham Retirement System, state retirement).

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, accounting, or a related field preferred.
• Proven experience in MUNIS (municipality) payroll processing and/or administrative support roles.
• Strong proficiency in Google Suite, Microsoft Office (Word, Excel, PowerPoint), and payroll software (Munis preferred).
• Excellent attention to detail and strong organizational skills.
• Ability to handle confidential information with discretion and professionalism.
• Effective communication and interpersonal skills.
• Knowledge of payroll laws and regulations is an asset.
• Ability to work independently and collaboratively within a team.

Working Conditions:

• Full-time (40 hours), in-office position.
• Regular business hours.

This role offers an opportunity to contribute to a dynamic work environment where precision and efficiency are essential to the success of both administrative and payroll operations.