Job Details

Administrative Assistant, C/W MARS, Inc. (Worcester)

The Administrative Assistant is a team-oriented position that provides administrative support to the organization for the operations of the Consortium related to accounting, budgets, E-Rate, training and other administrative duties. Assists and supports both the Executive Director and the management team by coordinating and executing routine tasks required to keep the offices functioning in a responsive manner. 

This is a part-time, 30 hours/week, Monday through Thursday, benefits eligible position located in Worcester, MA and work must be performed on-site.
Full benefits include medical, dental, vision, life insurance and retirement plan as well as paid parking, holidays, vacation, sick time and personal days.

Duties & Responsibilities

Accounting Support: Provides general accounting support as needed to the Business Administrator and Executive Director and serves as a back-up for accounts payable functions in Quickbooks. Maintains accounts receivable deposit spreadsheet and deposits check payments.

Annual Documents: Prepares annual documents for Member libraries using DocuSign templates and data merges and manages reminders, tracks responses and follows up with libraries as needed. Assists in annual grant preparation and annual report including updating statistics on a monthly basis.

Communications and Calendars: Helps prepare monthly newsletter sent to libraries. Assists with updating the public website and news blog. Proofreads documents and other communications for the Executive Director. Maintains the internal staff calendar and Google calendars, schedules Zoom meetings and posts links on calendars and agendas.  

E-Rate Administrative Tasks: Assists the Executive Director in administrative tasks related to annual E-Rate filing including but not limited to working with new library directors on paperwork, reviewing applications for accuracy, approving invoices for correct line speeds and discounts, and doing quarterly reconciliations which may require follow up with vendors as needed.

Meeting Coordination: Assists in the preparation of meetings and training sessions, including but not limited to scheduling and agendas, registrations and attendance lists, taking minutes, and following retention policies.  Orders refreshments as needed and responsible for setup and cleanup of in-person meetings.

Reception Duties: Serves as a general receptionist for the organization, greeting staff and visitors and answering the door and handling deliveries. Oversees facilities maintenance work orders, cleans kitchen areas and waters plants. Checks the mail daily and distributes mail to staff, uses the postage meter and posts outgoing mail.

Supplies Management: Manages office supplies inventory and ordering under the supervision of the Executive Director

Other Administrative Tasks: Provides administrative and clerical support for the Executive Director and management team as needed. Performs special projects and other related duties as required, directed, or as the situation dictates

Qualifications

1. Excellent communication skills and demonstrated ability to provide high quality customer support
2. Bachelor's degree, or an equivalent combination of education and experience
3. Strong organizational skills and attention to detail required
4. Advanced knowledge of spreadsheets including formulas and pivot tables helpful
5. Knowledge of basic accounting and experience using Quickbooks Online
6. Experience using Google Workspace, Zoom and LastPass 
7. Familiarity with nonprofit organizations and libraries preferred

Full/Part Time

Part Time

Education

BA/BS

Salary Range

$23.70 - $24.91  / hour

Salary Notes

Starting salary range, current maximum is $31.89 over 13 steps.

Closing Date

How to Apply

Interested applicants should visit the full job description on our web site and submit a cover letter and resume as a single PDF attachment by email to resume@cwmars.org with the subject line: Administrative Assistant. Position is open until filled, and preference will be given to applications received by noon on Friday, March 27th.

Posted

2026-03-05 |  Quick link to this job