Administrative Assistant

Commonwealth of Massachusetts•Walpole, MA

2d•Onsite

About The Position

The Administrative Assistant is responsible to the Director and performs a wide range of administrative and office support activities to facilitate the efficient operation of the organization. The State Reclamation and Mosquito Control Board oversees mosquito control in the Commonwealth of Massachusetts including 11 regional programs. It establishes administrative and technical policies, guidelines, and best management practices to ensure mosquito control programs are safe and effective.

Requirements

Ability to compute payroll records and submit bi-weekly.
Ability to maintain and report accurate records of employee time and attendance, retirement, benefit records, trainings and reimbursements.
Ability to resolve administrative problems and inquiries.
Ability to handle requests for information and data and prepare responses to routine inquiries.
Proficiency in word processing, document creation, and data entry.
Ability to prepare and modify documents including correspondence, reports, drafts, memos, and emails.
Ability to schedule and coordinate meetings, appointments, and travel arrangements.
Ability to certify all deliveries and individual invoices.
Ability to maintain records, electronic data, and PC applications.
Ability to maintain and operate standard and specialized office machines and equipment such as copiers, faxes, shredders, etc.
Ability to prepare invoices payment vouchers with vendor code number, signed, and submitted for payment.
Ability to post and debit all accounts and keep a balance available figure for each account on a budget control basis.
Ability to maintain electronic and hard copy file system.
Ability to maintain and procure office/miscellaneous inventories.
Ability to procure all district supplies and services.
Ability to receive, collate, and distribute incoming correspondence.
Ability to greet visitors and direct to appropriate staff.
Ability to answer, screen and transfer inbound phone calls.
Ability to maintain a courteous, responsive, business-like attitude.
Ability to maintain a working relationship with SRMCB, state agencies, other districts, and district municipalities.
Ability to understand basic operations and programs of The District to provide routine information.
Ability to keep the office and surrounding area neat, clean, and operational.
Ability to serve as the note taker and draft minutes for all NCMCD Commission Meetings
Ability to serve as the primary facilities monitor.
Ability to maintain and track the District’s fleet maintenance records.
Ability to review, develop, and procure necessary departmental contracts for goods and services.

Nice To Haves

Preference for start time 7:00AM

Responsibilities

Compute payroll records and submit bi-weekly to the SRMCB
Maintain and report accurate records of employee time and attendance, as well as retirement, benefit records, trainings and reimbursements, sending any required reports to agencies.
Resolve administrative problems and inquires.
Handle requests for information and data and prepare responses to routine inquires.
Perform word processing, document creation, and data entry duties as required.
Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
Schedule and coordinate meetings, appointments, and travel arrangements for office staff.
Certify all deliveries and individual invoices.
Maintain records, electronic data, and PC applications according to established procedures.
Maintain and operate standard and specialized office machines and equipment such as copiers, faxes, shredders, etc.
Prepare invoices payment vouchers with vendor code number, signed, and submitted to SRMCB for payment. Post and debit all accounts and keep a balance available figure for each account on a budget control basis.
Maintain electronic and hard copy file system. To include Payroll Records, Commission Meetings, Worker’s Compensation, Auto Accidents, Group Insurance Retirement, town Annual Reports, and ability to quickly retrieve records/ information from file system.
Maintain and procure office/miscellaneous inventories and keep same stored and replenished.
Procure all district supplies and services in accordance with the most current Operational Services Division guidelines.
Receive, collate, and distribute incoming correspondence and other communications to department staff.
Greets visitors and direct to appropriate staff.
Answer, screen and transfer inbound phone calls.
Maintain a courteous, responsive, business-like attitude in all dealings with the public.
Maintain a working relationship with SRMCB, state agencies, other districts, and district municipalities.
Understand basic operations and programs of The District to provide routine information from inquiries about these services and programs offered.
Keep the office and surrounding area neat, clean, and operational.
Serve as the note taker and draft minutes for all NCMCD Commission Meetings
Serve as the primary facilities monitor. Immediately convey issues to landlord and cleaning company and follow up routinely to ensure issues are rectified in a timely manner.
Maintain and track the District’s fleet maintenance records and notify FOM or Foreman of upcoming fleet work (electronic tracking & notification will be preferred).
Review, develop, and procure necessary departmental contracts for goods and services