South Middlesex Opportu is hiring: Administrative Assistant in Marlborough

Summary: Team player that can multi task and pays close attention to detail. Administrative duties will include data entry, inputting invoices, collecting fees, tracking data, ordering supplies, making flyers, creating newsletters, special projects, etc.

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Process all vendor invoices, check requests, employee expense reports and coordinate with A/P & controller on payments.
• Administrative duties such as responding to correspondence, assisting Directors, keeping meeting notes, assisting with reports, and projects.

• Maintain monthly ingredients book to ensure safety of children with allergies.
• Maintain posting for children with special menus and food allergies.
• Have intake/recert paperwork readily available.
• Maintain restraining order notebooks and follow up with parents to ensure current orders are in place.
• Maintain transportation paperwork ie. Transportation plans, attendance, emergency contacts and current bus routes.
• Assist with the preparation of orders of supplies /materials.
• Filing as needed.
• Work well in a team atmosphere, but able to work independently.
• Able to follow directions and complete responsibilities.
• Maintenance and supervision of office machines (copiers, postage meter, FAX machine) to insure maximum availability for use by administrative and staff.
• Opening and distributing the department mail.
• Data entry
• Running Reports
• Tracking data
• Creating and maintaining spreadsheets
• Creating flyers, newsletters, etc.
• Special projects as needed
• Attending and participating in team meetings as requested.
• Maintaining confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensuring compliance with program/department, agency and/or funder requirements, as well as SMOC policies and procedures.
• Other duties as assigned.

Knowledge and Skill Requirements:

• Excellent customer service skills with ability to multi-task and stay organized as required
• Office skills (MS Word, Excel, PowerPoint)
• Bilingual (Spanish or Portuguese) a plus.
• Ability to work in a fast-paced environment
• Looking for someone that likes to learn, stay busy, take initiative, and work as part of a larger team

Organizational Relationship:

• Directly reports to Family Service Manager/Director of Education.
• Direct reports of this position are- NONE
• Indirect reports of this position are- NONE

Physical Requirement: Recent physical exam indicating good health and meeting all EEC and Head Start requirements. Must be able to handle physical aspect including bending, standing, and sitting for long periods of time at a computer.

Working Conditions: As part of the responsibilities of this position, the Assistant Center Director will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.

Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.

Monday - Friday; 9am-5:30pm
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