Head Clerk – Council on Aging

The Head Clerk is an administrative position for the Billerica Council on Aging. This position ensures operational efficiency and effectiveness by working closely with the Director. This position provides complex administrative support. As a regional leader in aging services delivery, this is a very fast paced human services environment driven by strong teamwork, collaboration and working with community partners in and out of the town. Co-workers are very involved in delivering a rich complement of services and support to local seniors to better their lives. 

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Performs general office work: answering calls, handling mail, drafting correspondence, formatting, administering and disbursing official documents, ordering supplies, and acting as the go-to person for general office help.
• Maintains workflow, streamlines office procedures, Implements cost reductions and develops reporting procedures.  
• Creates and revises systems and procedures by analyzing operating practices, record keeping systems, forms control and the like.   Implements recommended changes.
• Processes all incoming invoices, compare invoices to purchase orders for consistency and accuracy as required.
• Processes and tracks all incoming revenue by activity / source.  Prepares Treasury documentation for all deposits.
• Provides budget oversight, tracking expenses and revenue. Produces reports monthly and on an ad-hoc basis.
• Coordinates with Director to process personnel related requests, documentation, and payroll functions.  Oversee the creation of annual salary increase documents, implementation of those salary increases, tracking of time off requests, approval of weekly payroll.   Maintains all necessary files.
• Coordinates with Director in preparing and submitting annual and other reports to funding agencies to include the Executive Office of Elder Affairs, Lowell Regional Transit Authority, Lahey Hospital and Medical Center, Elder Services of Merrimack Valley. 
• Handles contracts and invoices for paid and volunteer program instructors.
• Schedules routine building maintenance and upkeep of physical building needs.  
• Assists in preparation of the COA budget; administrators awarded funds consistent with grant requirements; monitors budget expenses and processes payments of invoices associated with programs and activities.
• Monitors and reports on budget revenues and expenses from multiple budgets; including Town, Executive Office of Elder Affairs, Activities, Transportation and Respite program budgets.  Provides monthly reporting as well as quarterly, annual and year-over-year views as needed.
• Performs similar or related work as required, directed or as situation dictates.

QUALIFICATIONS:

• Duties require an Associate’s degree in Human Services, Business, or another relates field with a minimum of three years’ experience. 
• High level of Word, Excel and PowerPoint skills.
• Ability to quickly learn My Senior Center and Munis and other computer programs relevant to administrative excellence at the BCOATB
• Must maintain confidentiality
• Good judgment
• Resourceful and energetic
• Highly Organized
• Exceptional communications skills, verbal and written
• Calm in fast paced environment
• A valid Massachusetts Driver’s License and access to a dependable automobile. 
• Must undergo CORI check as condition of employment.