Office Administrator: April 2023

Supported Executive Director

  • Managed contracts, D.O.s, P.O.s, modifications Advantage ME for vendors
  • OIT Billing edits
  • 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
  • P-card expense report
  • OIT Billing corrections and outreach
  • 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
  • March Staff Report
  • Checking invoices submitted to DAFS for payment against tracking sheet that observes balances and Advantage payout data
  • Payment tracking for OnCorps invoices
  • Completed payment tracking sheet for AmeriCorps grant reimbursements for quarterly reports
  • Resolved payment issue with Al!ve
  • Prepared materials and room set up for Commission meeting
  • Meeting minutes for March's Commission meeting
  • Submissions in MainePays system
  • Purchased office supplies
  • Outreach to Revenue Services for up-to-date tax exempt documentation
  • Conducted three grantee interviews for the current round of AmeriCorps Formula Grant applicants
  • Handled video processing and captioning for four recording of grantee interviews for the current round of AmeriCorps Formula Grant applicants

Supported Grants Officer

  • Proofed submitted grantee data in OnCorps
  • Processed fixed amount hours reports, PERs, and custom report invoices for all grantees
  • Grantee outreach
  • Financial research and outreach to resolve Van Buren's grantee payment issue
  • Supported grantees through OnCorps submission issues
  • Determined process for checking the status of reimbursements through inder-departmental transfer in the Advantage system

Supported Communications Officer

  • Assisted with new A/V set up and testing for Commission meetings
  • Tax-exempt invoicing set up with Franklin Printing

Supported Program Development Officer

  • Delivered MVF's reimbursement to DAFS

Supported Climate Corps Coordinator

  • Web postings
  • Travel reimbursements

Supported Training Officer

  • Assisted with set up and break down at 2023 AmeriCorps Member Conference
  • Made individualized invoices to grantees for Member Conference Registrations
  • Assisted with set up and break down at 2023 Governor's Service Awards 

Supported Maine Service Fellows Coordinator:

  • TriState staffing invoices 
  • Travel reimbursements

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