What are the responsibilities and job description for the OFFICE ASSISTANT IV position at Town of Andover, NA?
Salary : $58,219.20 - $74,131.20 Annually
Location : Andover, MA
Job Type : Full Time
Job Number : T25049
Department : Community Services - Elder Services
Opening Date : 02 / 24 / 2025
Closing Date : 3 / 24 / 2025 11 : 59 PM Eastern
Minimum Hours per Week : 36.25
Description
Under the general direction of the Director of Community Services and in close coordination with the Directors of Recreation, Youth Services, Elder Services, and Veterans Services, the Office Assistant IV performs a variety of administrative, accounting, and clerical support which meet the requirements of the Department of Community Services. The Office Assistant IV position will be located at the Robb Center.
Responsibilities
Maintain financial and accounting operations and the integrity of the reporting systems for the Divisions of Elder Services, Veteran Services, Youth Services, and Recreation
- Track funds provided by the Town and collected through user fees
- Process accounts payable and receivable
- Manage purchasing
- Prepare deposits and process refunds / account credits
- Track activities across General Fund and Revolving Accounts for each division
- Reconcile cash, check and credit card turnovers with the Treasurers and Finance Departments
- Assist Division Directors with budget preparations including monthly budget reports and updates
- Monitor and track current fiscal year expenditures for both General and Revolving Fund Accounts through Munis across the Department
- Assist with billing various programs associated with Recreation and Elder Services including but not limited to : Kid Care, Meals on Wheels, Podiatry, Age Span, and Transportation. Complete the monthly reporting of MA Meals Tax for Meals on Wheels and Age Span programs
Organize and supervise all matters related to employee payroll for the Department of Community Services including but not limited to weekly payroll processing, payroll changes, step increases, new hire set up, vacation / sick / personal accruals, etc.
Provide support services to staff as requested.
Perform other related duties as assigned.
Qualifications
MINIMUM QUALIFICATIONS Skills, Knowledge and Abilities
High proficiency in multiple computer software programs including : Microsoft Office Suite (Word, Excel, etc.), financial database systems (MUNIS), MyRec Software, My Senior Center and / or other web based registration platforms, google docs and desktop publishing.
Demonstrable knowledge of bookkeeping and accounting best practices and procedures.
Knowledge of standard office procedures, practices, forms, and equipment.
Must possess working knowledge of Federal and State laws relating to payroll and general business financial conditions.
Knowledge of financial software systems related to payroll and accounts payable / receivable. Ability to manage accounts payable ensuring timely and accurate disbursement of funds.
Ability to utilize various computer programs to prepare and produce reports, marketing updates, promotional material, and other documentation.
Ability to interact effectively and pleasantly with a variety of individuals, including town and school officials, community organizations, and the public.
Ability to perform detailed work accurately and with dispatch; to establish priorities and to perform multiple tasks and deal effectively with interruptions.
Ability to communicate effectively both in written format and oral presentation. EDUCATION & EXPERIENCE
Duties require Bachelor's degree in Business or related field, 1-2 years' experience in office administration, including bookkeeping / accounting duties; some experience in the field of marketing preferred; or any equivalent combination of related education and experience. SUPERVISORY RESPONSIBILITY None.
PHYSICAL ELEMENTS Normal office environment, not subject to extremes in noise, temperature, odors, etc.
Frequent interruptions to assist customers in the office or on the phone.
May spend extended periods at terminal, on telephone, or operating other office machines, requiring hand-eye-coordination and finger dexterity.
Regular lifting and carrying of files, documents, records, etc.
Involves travel to evening / weekend programs as needed.
Involves attendance at evening and weekend events and programs as needed.
Supplemental Information
SUPPLEMENTAL INFORMATION :
FLSA Status : Non-Exempt
Grade IE-20
Standard Work Week : 36.25
Job Class Code : 6267
Risk Code : 8810
Town of Andover Classification Review
Revised February 8, 2021; May 18, 2021; February 28, 2023, February 21, 2025
Salary : $58,219 - $74,131
