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Office Manager

City of Medford
Medford, USA
Full-time
Mid · 3+ years experience
Onsite
USD 1296.96-1425.65 weekly / week
Discovered 1 months ago

Full Job Posting

  • Maintains all office accounting records and reporting; prepares financial statements; purchasing, budgeting and general administrative services.
  • Responds to public requests in person, via email and on the phone; uses professional judgement and office guides to appropriately make referrals to staff contacts, municipal programs, or social services.
  • Maintains budget records for general fund and multiple funding sources, monitors expenses against budgets, prepares reports on expenditures, including multiple grants, board and commissions, and revolving funds.
  • Manages billing of staff time to appropriate funding source.
  • Receive fees and income from multiple sources and deposits and tracks appropriately; produces quarterly internal reports on income received.
  • Prepares the weekly payroll, maintains vacation, sick and personal time records, etc.
  • Works closely with the Finance and Purchasing Departments to ensure accurate record of office expenditure.
  • Responsible for all purchasing; prepares purchase orders, secures price quotations as necessary, processes invoices and returns.
  • Orders supplies; maintains inventory of office supplies.
  • Updates office guides, webpages, and social media accounts with new programs, contact information; keeps guides accurate over time.
  • Follows up on referrals to outside social service agencies to assure referral was correct and connection was made.
  • Drafts monthly office e-newsletter with office project updates, coordinating with office/city staff on appropriate and accurate public information.
  • Prepares routine contracts, generally for Community Development Block Grant (CDBG) awards.
  • Supports the Community Development Block Grant (CDBG) administrator with financial reporting, fields inquiries from CDBG subrecipients.
  • Manages staff schedule and desk assignments as necessary for temporary staff.
  • Assists the Director in coordinating interdepartmental communications and requests, as needed.
  • Maintains and updates office files and records for multiple boards and commissions.
  • Participates in staff meetings to discuss and resolve problems, discuss ideas for improvement, and keep updated on city plans and activities.
  • Serves as a resource to interns and temporary staff.
  • Schedules meetings, sets up online meetings or secures rooms; prepares meeting notices for posting and advertisement.
  • Supports Boards and Commissions as requested.
  • Monitors Medford's Affordable Housing Inventory for compliance with income eligibility annually.
  • Assists the Housing Planner in vetting and reviewing financial records of Down Payment Assistance applications through the North Suburban Consortium.
  • Performs other related duties as required.
  • High School diploma or equivalent.
  • 3 years of related, clerical, business administrative, customer service, or bookkeeping experience.
  • A bachelor’s degree or higher in a business-related field can be substituted for the work required experience.
  • Valid Class D Motor Vehicle Operator’s License.
  • Municipal experience.

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