Senior Administrative Analyst

Suffolk County Sheriff's Department; Boston (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Suffolk County Sheriff's Department seeks a Senior Administrative Assistant to provide administrative, clerical, and accounting support to the Financial Services Division. The role requires data entry, reporting, and coordination with public and private partners.

The position emphasizes initiative, organization, and strong written and verbal communication, with experience using MMARS, QuickBooks, OMS, and Positive Pay, and proficiency in Microsoft Word and Excel.

Qualifications

• Three (3) years of full-time professional or administrative experience in budgeting, accounting, office administration, purchasing and or financial reporting or any combination of experience or training which provides for comparable knowledge, skills and abilities.
• Bachelor’s Degree in Business Administration or Public Administration from a recognized college or university may be substituted for two (2) years of the required experience.
• Possess and maintain a valid driver’s license.
• Thorough substantive knowledge of office procedures, practices, and equipment including personal computers is preferable.
• Ability to demonstrate initiative and to work cooperatively and well with co-workers, consultants, and contractors. Self-motivator, ability to meet project deadlines and work on multiple projects simultaneously is essential.
• Ability to interact with the public in a pleasant and discreet manner. Ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry. High levels of customer service, independence, leadership and ability to write and maintain documentation are preferable.
• Excellent oral and written communication skills with technical and non-technical audiences as well as problem solving and analytical skills.
• Ability to complete moderate to complex level of qualitative and quantitative analyses. Ability to write effectively and maintain technical documentation. Attention to detail is crucial. Need for flexibility and organizational skills.
• Experience with personal computers, Microsoft operating systems and Microsoft Outlook email is required. Experience with MMARS, Quick Books, OMS and Positive Pay is preferable. Computer file management is essential.
• Experience with Microsoft Word and Microsoft Excel is essential.
• Ability to recognize administrative problems and to recommend solutions to division manager to improve efficiency.
• Experience with public sector accounting practices and legislative requirements are preferable.
• Flexibility and ability to learn and perform new duties and skills as assigned.

Responsibilities

• Provide information to the public, employees and other government agencies.
• Perform office duties such as typing, data entry, filing and general computer work.
• Perform office duties with department computer programs (i.e. MMARS, Quick Books, OMS, Positive Pay ect..) as assigned.
• Produce and maintain reporting as they relate to department systems and job assignments.
• Perform related duties as required; and
• Other duties and assignments as the Director of Financial Services may request from time to time.

Skills

Budgeting knowledge

Accounting

Office administration

Data entry

Communication skills

Customer service

Documentation writing

Education

Bachelor’s Degree in Business Administration or Public Administration

Tools

MMARS

Quick Books

OMS

Positive Pay

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Senior Administrative Assistant – Financial Services (SC-16)

General Statement of Duties and Responsibilities

Performs assorted administrative, clerical, and accounting tasks in support of the Financial Services Division.

Supervision Received

Works under the general supervision of the Assistant Deputy Director of Financial Services and the direct supervision of a Financial Services Supervisor.

Duties and Responsibilities

1. Provide information to the public, employees and other government agencies.
2. Perform office duties such as typing, data entry, filing and general computer work.
3. Perform office duties with department computer programs (i.e. MMARS, Quick Books, OMS, Positive Pay ect..) as assigned.
4. Produce and maintain reporting as they relate to department systems and job assignments.
5. Perform related duties as required; and
6. Other duties and assignments as the Director of Financial Services may request from time to time.

Qualifications

1. Three (3) years of full-time professional or administrative experience in budgeting, accounting, office administration, purchasing and or financial reporting or any combination of experience or training which provides for comparable knowledge, skills and abilities.
2. Bachelor’s Degree in Business Administration or Public Administration from a recognized college or university may be substituted for two (2) years of the required experience.
3. Possess and maintain a valid driver’s license.
4. Thorough substantive knowledge of office procedures, practices, and equipment including personal computers is preferable.
5. Ability to demonstrate initiative and to work cooperatively and well with co-workers, consultants, and contractors. Self-motivator, ability to meet project deadlines and work on multiple projects simultaneously is essential.
6. Ability to interact with the public in a pleasant and discreet manner. Ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry. High levels of customer service, independence, leadership and ability to write and maintain documentation are preferable.
7. Excellent oral and written communication skills with technical and non-technical audiences as well as problem solving and analytical skills.
8. Ability to complete moderate to complex level of qualitative and quantitative analyses. Ability to write effectively and maintain technical documentation. Attention to detail is crucial. Need for flexibility and organizational skills.
9. Experience with personal computers, Microsoft operating systems and Microsoft Outlook email is required. Experience with MMARS, Quick Books, OMS and Positive Pay is preferable. Computer file management is essential.
10. Experience with Microsoft Word and Microsoft Excel is essential.
11. Ability to recognize administrative problems and to recommend solutions to division manager to improve efficiency.
12. Experience with public sector accounting practices and legislative requirements are preferable.
13. Flexibility and ability to learn and perform new duties and skills as assigned.

Essential Functions

1. Regular attendance;
2. Ensuring any data entry performed is accurate;
3. Ensuring any documents filed are done so correctly;
4. Meeting all required deadlines;
5. Maintaining professional but cordial relations with coworkers, the public, and outside agencies;
6. Proper handling of CORI information; and
7. Compliance with security procedures.

Minimum Physical Requirements for Essential Functions

1. sit or stand periodically for 8 hours;
2. lift up to 40 pounds;
3. carry up to 40 pounds;
4. climb stairs occasionally;
5. walk short distances; and
6. write and type.

Additional Functions of Position

Participation in mandatory training