Office Administrator: January 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
  • Board meeting prep
  • 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
  • Dis-encurmberance/allotment issues support: made audit spreadsheet comparing all invoices in the S Drive against Advantage payment download
  • Staff DEI training with SISGI
  • December Staff Report
  • Disputed OIT charges in MPWR
  • Calculations to figure out final MDF invoice that closed out their 22-23 AmeriCorps grant
  • Modification in Advantage + GR for Zone Corp CT
  • Checking invoices submitted to DAFS for payment against tracking sheet that observes balances and Advantage payout data.
  • Conservation Corps allotment issue
  • Enrollment outreach- UMaine Augusta
  • Contract amendment for Zone Corp
  • Modification to Snowman printing DO in order to fix account codes
  • P-card reconciliation corrections
  • Payment tracking for OnCorps invoices
  • Minutes for December Commission meeting
  • P.O. in Advantage for Black Label
  • Allotment memo
  • Constant contact name removal
  • Pulled support grant data from Advantage

Supported Grants Officer

  • Support dis-encurmberance/allotment issues 
  • DOE Procurement Approval and Advantage ME procurement 
  • Grantee outreach regarding OnCorps issues
  • OnCorps Training on invoicing procedure
  • OnCorps training
  • Approved GPCOG's 2023 service project budget in OnCorps

Supported Communications Officer

  • Billing/Invoices and related outreach for printing, broadcasting

Supported Program Development Officer

  • Billing/Invoices related to VGF

Supported Climate Corps Coordinator

  • Web postings
  • Support with procurement processes

Supported Training Officer

  • Planning grant outreach
  • Checked planning grant PERs against invoices and reached out to grantees about errors
  • Pulled grant allotment documentation and data to help with dis-encumberance issues
  • Planning grant training

Supported Maine Service Fellows Coordinator:

  • Training oninsurance processes for service corps projects

Professional Development:

  • Attended seminar on federal grant processes by FTLF law firm
  • Enrolled in BUA 101 at the University of Maine, Augusta in order to improve accounting skills and knowledge; the course consists of an 90-minute 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.

Prepared by Nathan McIvor, Office Administrator