Title: Fiscal Manager & Office Administrator
Supervised by: Executive Director
Hours/Week: 32-40 hours (as needed)

FSLA: Non-Exempt


Massachusetts Councils on Aging (MCOA) is the principal statewide organization that supports, advocates, and educates a wide network of municipal Councils on Aging/Elder Service Departments and many other organizations in Massachusetts that also serve older adults. MCOA seeks an experienced detail oriented Fiscal Manager and Office Administrator with a solid Background in bookkeeping and office administration, who shall maintain and oversee all aspects of office coordination, bookkeeping  and contractual administration.

The duties of this position include Fiscal Management, Human Resources, Payroll, and other Administrative duties as well as oversight of approximately 75 sub-grants issued through funds MCOA receives in annual contracts with the Executive Office of Elder Affairs and other Grantors.

Responsible For:

  1. Processing payroll through MCOA payroll system (ADP); Process and administer Benefits including tracking sick and vacation time; 403-B Retirement Plan Administration, as well as Human Resource duties.
  2. Using agency accounting software: performing all accounts receivable and all accounts payable duties; coding, entering by class (cost center), review and process vendor invoices, process year end 1099 forms; generating invoices, making deposits, following up on any outstanding invoices; journal entries as needed; and reconcile Bank Statements.
  3. Annual Fiscal Audit, and other federal and state filings as required by Massachusetts General Laws (MGL).
  4. Monitoring income and expenditures of state and other grant funding. Ensure grant requirements are met as established by the grantor (including the Commonwealth of Massachusetts)
  5. Tracking of grant opportunities from MCOA: All potential grantees; grant awardees, fiscal grant requirements and contract expenditures, and issuing and managing all contracts to grantees.
  6. Provides assistance to MCOA’s staff, Board of Directors, and MCOA membership of COA’s and Senior Centers.
  7. Responds to general phone call inquiries, directing inquiries to appropriate staff or other service providers.
  8. Provide reports to Executive Director and Board of Directors when needed.
  9. Other Administrative duties: including but not limited to: Budget development and management; Tracking assets and equipment, Renewal for Office Contract Services, Annual Workers Comp audit, Annual Insurance renewals, and Annual Conference assistance; and ordering necessary supplies and equipment.
  10. Assist with any new hires and manage onboarding of any new staff.
  11. Organize and maintain records for the agency.
  12. Other duties as specified by the Executive Director.
  13. Assist Executive Director and Assistant Director as needed.

Requirements/OR  Qualifications:

  • Demonstrated proficiency with QuickBooks (Online preferred) with substantial bookkeeping experience and strong working knowledge of accounting principles.
  • Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, Access and SharePoint) with advanced MS Excel skills.
  • Knowledge of Human Resources and Payroll Regulations and requirements.
  • Strong organizational, analytical, interpersonal, verbal and written communication skills a must.
  • Ability to meet deadlines with limited supervision.
  • Self-motivated, proactive, ability to prioritize, and a team player


  • Experience with online Cash Management System
  • Experience within a human services setting
  • Bachelor’s degree in accounting or related field preferred.
  • Experience with non-profit (501-3C) accounting practices and requirements and state grants.
  • ADP experience.
  • Experience with Formsite, Constant Contact, and WordPress, as well as the ability to learn new technologies and online platforms, and possess the ability to adapt to a variable workload.

Physical demands/Work environment:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Communicate
  • Handle, or feel objects, tools, or controls with hand eye coordination and finger dexterity.
  • Stand, walk, stoop, kneel, crouch, reach, ascend and descend.
  • Lift and/or move objects weighing up to 25 pounds.
  • Vision and hearing at or correctable to normal ranges.
  • Use of standard office equipment
  • Sitting for extended periods of time.
  • Likelihood of personal injury would be relatively slight.
  • Environmental and work hazards are not present to a measurable degree.
  • Noise level in the work environment is moderate.
  • Travel as necessary.
  • Occasional long hours, extensive phone usage, and fluctuating schedule.

Work Location/Environment:

The MCOA Office is currently located in Easthampton, MA and the service area covers the entire state of Massachusetts. Occasional travel is required, including overnight.

  • Hybrid flex model
    • Easthampton headquarters or a suitable location as determined by MCOA.
    • Home office
    • Business related locations for fieldwork

Benefits: MCOA anticipates hourly salary range of $25.00-$30.0/hour, compensation will based upon experience and benefits package includes 3 weeks of vacation per year, optional participation in a deferred non-employee contributory retirement plan, Life and Accidental Death & Dismemberment, short and long-term disability and, a 15% salary adjustment so employee may purchase their preferred health insurance.

Please submit your cover letter and application to Shari Cox at Shari@mcoaonline.com.

At Massachusetts Councils on Aging, we value diversity, equity, and inclusion and believe that everyone in the community deserves excellent services and access to opportunities and resources regardless of race, gender/gender identity, religion, ethnicity, physical abilities, age, sexual orientation, veteran status or personal experience.  We believe in the benefit of diversity which allows us to become aware of varied ways of engaging with others and to discover, design and deliver enriched solutions and opportunities for our communities. MCOA embraces and encourages all qualified candidates to apply.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.