Administrative Coordinator - Finance & Human Resources

Under the general direction of the Chief Administrative and Financial Officer and Chief People Officer, the Administrative Coordinator performs a variety of administrative and office management duties to support the operational needs of both departments. This position ensures the smooth daily operation of the offices, assists with human resources and financial functions, and maintains an organized, efficient, and productive environment.

This position works at the intersection of the town’s finance and human resources efforts to create efficiencies, drive innovation, and contribute to a supportive and collaborative team. The Administrative Coordinator will play a critical role in the success of the Administration and Finance and Human Resources teams. 

• Health Insurance & Employee Benefits: perform monthly reconciliations across all employee benefits platforms; prepare monthly subscriber and budget reports; process and track re-insurance claims; and monitor claim data. 
• Human Resources Assistance: Assist with HR functions, such as onboarding new employees, maintaining and organizing personnel files, preparing HR reports, coordinating training sessions, and responding to employee inquiries. Handle confidential employee information with discretion.
• Financial Coordination: Provide administrative and technical support in the capital and operating budget process, prepare reports in advance of budget meetings, coordinate the collection and curation of information related to with the budget preparation, payroll processing, purchase orders, and financial reporting. Collaborate with the Finance Department to ensure accurate documentation, compliance with municipal policies, and efficient handling of financial processes.
• Administrative Support: Manage day-to-day administrative functions, including organizing schedules, coordinating meetings, preparing correspondence, and maintaining supplies and resources.
• Office Management: Oversee the administrative operations of both offices, ensuring that all systems and procedures run efficiently. Maintain office equipment, coordinate with IT and maintenance staff as needed, and implement office improvements to enhance productivity. Monitor and streamline workflows to ensure timely completion of tasks. 
• Shared Services: support the Administration and Finance Office in the management of shared and central services aimed at supporting offices and services of the Town of Andover.
• Customer Service: Serve as the primary point of contact for inquiries, delivering high levels of customer service to employees, vendors, and residents. Address and resolve issues promptly, escalating complex matters to appropriate personnel. Work closely with the Assistant to the Town Manager to design and maintain programs for Town Hall’s customer service center. 
• Records Management: Develop and maintain a comprehensive records management system for electronic and physical files, ensuring compliance with record retention policies and ease of access for authorized personnel.
• Project Coordination: Assist with planning and executing department-wide initiatives, projects, and events. Monitor project progress, ensure timely delivery, and communicate updates to stakeholders.
• Communication and Liaison: Facilitate communication and coordination between the Administration and Finance Office and the Human Resources Office to align efforts on shared responsibilities, policies, and initiatives.
• Workflow Oversight: Organize and prioritize tasks across both departments to ensure all responsibilities are completed efficiently. Train and cross-train administrative staff to provide consistent coverage and support.

• A Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
• Minimum of three (3) years of experience in an administrative or office management role, preferably within a municipal or public sector environment.

• Strong understanding of municipal operations, HR practices, and basic financial principles.
• Proven ability to manage office systems, procedures, and equipment effectively.
• Proficiency in Microsoft Office Suite and the ability to learn and use specialized software systems.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent interpersonal and communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Problem-solving skills and the ability to work both independently and collaboratively.

Working Conditions:

• Typical office environment, not subject to extremes in temperature, noise, or other environmental factors.
• May require occasional lifting or moving of office supplies, documents, or files.
• Frequent interaction with employees, vendors, and residents in person, over the phone, or via email.

GRADE: Non-Union Confidential Employee 

DEPARTMENT: Administration and Finance / Human Resources

FLSA STATUS:  Exempt

WORK HOURS: 36.25 hours per week

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ community, and persons with disabilities are encouraged to apply. The Town is committed to fostering a workforce culture of antiracism, diversity, equity, and inclusion.

Salary : $70,000 - $85,000