Office Administrator: November 2022

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.
  • Reconciled 2 P-card expense reports.
  • Outreach to Commissioners, consultants, and business partners.
  • Commission retreat preparation
  • Commission meeting minutes
  • DEI reading assignments.
  • Board meeting prep
  • DOE DEI Committee Meetings.
  • Researched billing records to resolve Advantage issues with DAFS.
  • Ordered office supplies, conference items
  • Venue procurement and outreach
  • Calculated commissioner mileage match
  • Custom design order for table riders
  • Set up, break down, and supervision of green room at Maine Volunteer Leadership Conference
  • DAFS outreach about dis-encumberance from previous grant cycles
  • DOE Workforce Survey
  • Tested S.O.P. for planning grant against federal portal
  • SISGI contract modification and GR in order to accomodate p-card payment

Supported Grants Officer

  • Approved PERS, Fixed Amount invoices, and prepared grantee invoices for approval to deal with 2021-2022 grant cycle resolution
  • Outreach to grantees about Fixed Amount issues
  • ARPA allocation support, calculation to resolve invoice problems
  • DOE Procurement Approval and Advantage ME procurement 
  • Dis-encumberance modification edits and GR submission in Advantage for 2021 MEAP contract to free unused funds
  • Grantee outreach regarding OnCorps issues
  • Grantee outreach to DACF and Main Street Skowhegan regarding funding approval documents
  • OnCorps Training: setting up Grantee Progress Report portals
  • Reimbursement Request invoice revisions for Conservation Corps and Main Street Fellows A.R.P.A. split-coding
  • OnCorps Training on invoicing procedure
  • Made 22-23 Cooperative Agreement, PJF, and Advantage CT for Main Street Skowhegan AmeriCorps 2022-2023; procurement/signature process
  • Made 22-23 Cooperative Agreement and PJF (with subsequent revised drafts) for Maine Conservation Corps AmeriCorps 2022-2023; procurement/signature process

Supported Communications Officer

  • Billing/Invoices and related outreach for printing, broadcasting
  • Office Administrator communications duties planning for 2023
  • Outreach The Zone Corp for formal address change in vendor registry
  • Outreach with staff about setting up communications planning meetings

Supported Program Development Officer

  • Billing/invoices
  • Survey data
  • MVLC ratings data troubleshooting in Survey Monkey

Supported Climate Corps Coordinator

  • Web postings

Supported Training Officer

  • Web page edits
  • Edited public calender to include Excellence and Expertise Task Force Meetings dates for 2023
  • Survey data

Supported Maine Service Fellows Coordinator

  • Designed and procured business cards

Issues to be aware of:

Major focus of effort for next month:

The Office Administrator will work closely with the Grants Officer to resolve issues and close out the 2021-2022 payment cycle in OnCorps for grantees.

Prepared by Nathan McIvor, Office Administrator