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Business Administrator, C/W MARS (Worcester)

About CW MARS: 

CW MARS (Central Western Massachusetts Automated Resource Sharing, Inc.)  is a non-profit library consortia located in Worcester, Massachusetts. We were incorporated in 1982 to provide technology solutions that promote sharing between libraries.  We host a shared library catalog and provide networking and technical support to our membership. Our current membership is made up of 147 diverse libraries in Central and Western Massachusetts.

Under the general direction of the Executive Director the Business Administrator provides support for business operations for the organization including accounting, human resources, purchasing, office maintenance, security and inventory. The position serves on the Finance Committee and supervises the Administrative Assistant and Fiscal Associate. 

Essential Duties & Responsibilities: 
1- Performs and oversees all accounting operations for the organization including accounts receivable and accounts payable. Manages and deposits cash receipts. Maintains an accurate and reconciled general ledger. Prepares monthly balance sheet, income statements and financial reports for the Executive Director. Maintains and reconciles monthly bank statements, credit card statements and investment accounts. Schedules and oversees the annual audit including assistance with financial documentation, journal entries and any required adjustments. 

2- Assists the Executive Director with Human Resource management by maintaining confidential personnel records. This position requires total confidentiality regarding employee issues as mandated by state and federal law. Serves as a liaison with providers of employee insurance and benefits (health, dental, life, disability, FSA, and retirement). Communicates benefit information to employees. Keeps current on employment law and reporting requirements. 

3- Responsible for all payroll operations including validating time sheets, providing payroll data for bi-weekly payroll processing, tracking employee benefit time, and reporting deductions. 

4- Supervises activities, sets performance goals, and conducts quarterly reviews of Administrative Assistant and Fiscal Assistant. Trains staff in bookkeeping and other administrative procedures as needed. 

5- Prepares monthly and annual budget analyses for use in budget preparation. Prepares monthly and annual financial statements and reports. Serves on the CW MARS Finance Committee. 

6- Oversees employee retirement plan. Maintains records for all employees enrolled. Ensures payments made in a timely fashion. 

7- Prepares annual membership assessment invoices and oversees invoicing for optional services. Supervises telecommunication billing. Notifies Executive Director of overdue accounts. 

8- Monitors the receipt and expenditure of Federal and State grants including direct disbursement of grant funds as required. 

9- Works with Administrative Assistant to maintain inventories of equipment and supplies, prepare purchase orders, research pricing, and order equipment and supplies. Verifies journal entries in the automated accounting system and tracks receipts. 

10- Performs other tasks as assigned, consistent with level of responsibility. 


Bachelor’s degree in accounting required. MBA or advanced degree highly desirable. 

Minimum of four years experience in office management, bookkeeping or related financial business operations. Nonprofit experience preferred. 

Demonstrated experience in human resources including payroll processing, retirement plans, and IRS reporting. Experience with ADP desired. 

Advanced skills with automated double-entry accounting software required. Peachtree experience preferred. 

Advanced spreadsheet skills required. Demonstrated experience using Microsoft Office applications. Google Suite Applications preferred. 

Minimum of three years supervisory experience. 

Ability to work well with others. 

Excellent oral and written communication skills. 

Full/Part Time

Full Time




54,000-57,000 (commensurate with experience)

Closing Date

open until filled, priority give to applications received prior to Sep 6.

How to Apply

Full job description can be found here:

Interested applicants should submit a cover letter and resume by email to with the subject line: Business Administrator.


2019-08-09 |  Quick link to this job