Business Coordinator – Community Services

Under the direction of the Director of Community Services, and in close coordination with the Directors of Elder Services, Recreation, Youth Services, and Veterans Services, the Business Coordinator oversees and manages the financial, administrative, and business operations of the Community Services Department. Responsibilities include budgeting, forecasting, purchasing, accounting, payroll administration, program billing, contract coordination, and financial reporting.

The Business Coordinator ensures the integrity of financial systems, optimizes business workflows, and supports project implementation and long‑range planning across all divisions located at the Robb Center, Cormier Youth Center, and other program sites.

This role provides high‑level administrative and operational support to the Director and management team and plays a critical role in ensuring efficient service delivery across all Community Services portfolios.

ESSENTIAL FUNCTIONS Financial Management & Budget Coordination

• Coordinate financial management systems including budgeting, forecasting, purchasing, accounting, payroll, and revenue reporting for Elder Services, Recreation, Youth Services, and Veterans Services.
• Assist the Director and Division Heads with preparation, justification, and submission of annual budgets, capital requests, and Annual Report content.
• Monitor department operating budgets and Revolving Funds; ensure expenditures align with departmental goals and Town policies.
• Produce financial documents, analyses, and presentations using Microsoft Office Suite and related software.
• Track Town appropriations and revenue generated through user fees; ensure compliance with municipal finance requirements.
• Prepare deposits, reconcile turnovers with the Treasurer/Collector, and maintain accurate documentation across MyRec, My Senior Center, and other platforms.

Accounts Payable, Purchasing & Contract Administration

• Provide oversight of accounts payable; ensure timely and accurate processing of all invoices across divisions.
• Review, approve, and process purchase order requisitions; prepare PO increases and resolve discrepancies.
• Serve as a purchasing coordinator for the Department, ensuring compliance with M.G.L. Ch. 30B and sound business practices.
• Assist with the preparation of bid specifications and RFPs for services, equipment, and program needs.
• Monitor awarded contracts and ensure accurate processing of renewals, amendments, and vendor documentation.

Payroll Administration & HR Support

• Prepare the department’s weekly payroll and maintain daily attendance records for all Community Services employees.
• Process payroll changes including step increases, new hire set‑up, and longevity updates.
• Maintain accurate accruals for vacation, sick leave, and other leave categories.
• Coordinate HR‑related transactions including job postings, new hires, terminations, address changes, and workers’ compensation reporting in collaboration with the Town HR Department.
• Maintain confidential staff personnel files.

Program Billing & Revenue Management

• Prepare billing and monthly reporting for programs including Meals on Wheels, Age Span contracts, Podiatry, Transportation, Connections Program and other revenue‑generating services.
• Assist in grant reporting and compliance.
• Complete required monthly filings such as MA Meals Tax submissions.

Business Office & Systems Oversight

• Serve as the lead business systems administrator for MUNIS, MyRec, My Senior Center, and other registration or financial platforms.
• Maintain and improve business processes and standard operating procedures.
• Support technology implementation and staff training on new or updated business software.
• Identify opportunities to streamline workflows and improve customer service, financial accuracy, and operational efficiency.

Project Coordination & Departmental Support

• Participate in management team meetings; maintain project lists, documentation, and timelines.
• Assist with projects requiring comprehensive knowledge of departmental activities, programs, and operational needs.
• Provide excellent customer service to internal and external customers.
• Coordinate meetings, events, and operational logistics for…