Office Specialist

TradeJobsWorkForce; Arlington (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Medford is seeking an Office Manager for the Department of Planning, Development & Sustainability to handle administrative and financial duties. You will manage banking, budgeting, payroll, invoicing, and reporting while coordinating with multiple city departments and boards.

Responsibilities include producing reports, maintaining records, updating guides and websites, handling referrals, and supporting grant-related activities.

Qualifications

• High School diploma or equivalent.
• 3 years of related, clerical, business administrative, customer service, or bookkeeping experience.

Responsibilities

• 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.

Skills

Clerical skills

Customer service

Bookkeeping

Education

High School diploma or equivalent

Bachelor's degree substitution possible

Job description

DEPARTMENT: Planning, Development, & Sustainability

DEPARTMENT: Planning, Development, & Sustainability.Full-time (35 hours/weekly) Monday, Tuesday, Thursday: 8:30 AM – 4:30 PM; Wednesday: 8:30 AM – 7:30 PM; Friday: 8:30 AM – 12:30 PM.FLSA Non-E...

BASIC FUNCTION

The Office Manager is responsible for managing the overall administrative requirements and complex clerical and financial duties for the Department of Planning, Development & Sustainability. Position provides administrative & financial support to professional staff. Fields resident inquiries and responds as appropriate. Requires the ability to plan and perform operations to complete assigned tasks according to prescribed time schedules.

RESPONSIBILITIES

• 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.

EDUCATION & EXPERIENCE

Any equivalent combination of the below-listed education, training, certification, and experience is qualifying.

• High School diploma or equivalent.
• 3 years of related, clerical, business administrative, customer service, or bookkeeping experience.

Beneficial

• 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.

The City of Medford is an Equal Opportunity/Affirmative Action/504 Employer Residents of the City of Medford, Women, People of Color, Veterans and Persons with Disabilities are encouraged to apply.