Office Administrator: February 2023

Supported Executive Director

  • Managed contracts, D.O.s, P.O.s, modifications Advantage ME for vendors.
  • OIT Billing edits
  • OIT Billing dispute: determined origin of mysterious, large, and erroneous charge and secured reimbursement in a future billing sheet.
  • Processed invoices daily. 
  • Resolved payment and accounting issues with DAFS and vendors.
  • Outreach to Commissioners, consultants, and business partners.
  • DEI reading assignments.
  • Staff reading assignments
  • Lead staff discussion of "Big Potential"
  • DOE DEI Committee Meetings.
  • Researched billing records to resolve Advantage issues with DAFS
  • Ordered office supplies
  • DAFS outreach about dis-encumberance from previous grant cycles
  • Dis-encurmberance/allotment issues support: made audit spreadsheet comparing all invoices in the S Drive against Advantage payment download
  • January Staff Report
  • Disputed OIT charges in MPWR
  • Checking invoices submitted to DAFS for payment against tracking sheet that observes balances and Advantage payout data.
  • Enrollment outreach- UMaine Augusta
  • Contract amendment for Zone Corp
  • Modification to Snowman printing DO in order to fix account codes
  • P-card reconciliation 
  • Payment tracking for OnCorps invoices
  • DAFS outreach for Al!ve payment issue
  • Pulled 2022 grant data for KVCAP's AmeriCorps grant

Supported Grants Officer

  • Proofed submitted grantee data in OnCorps
  • Processed fixed amount hours reports, PERs, and custom report invoices for all grantees
  • Proofed and approved KVCOG planning grant budget in OnCorps
  • Grantee outreach
  • Detailed payment tracking spreadsheet for reimbursements
  • Paper amendment for GameLoft's 22-23 contract

Supported Communications Officer

  • Billing/Invoices and related outreach for printing, broadcasting
  • Specialty equipment A/V order

Supported Program Development Officer

  • Billing/Invoices related to VGF
  • Extracted survey data

Supported Climate Corps Coordinator

  • Web postings
  • Conference registrations

Supported Training Officer

  • Proofed and approved KVCOG planning grant budget in OnCorps

Supported Maine Service Fellows Coordinator:

  • TriState staffing invoices 

Professional Development:

  • Lectures, coursework, and exams for BUA 101: Accounting for Management Decisions, at the University of Maine, Augusta in order to improve accounting skills and knowledge; the course consists of a lecture and 2.5 hours of assignments every week.

Major focus of effort for next month:

The Office Administrator will continue pursuing professional development in acquiring basic accounting and management principles through BUA 101 while continuing maintenance of the reimbursement tracking sheet.

Prepared by Nathan McIvor, Office Administrator