Office Manager, Financial Services

TITLE: Office Manager, Financial Services

POSITION NO.: P09087

SECTION: Financial Services/ Administrative Services

HIRING SALARY: $32,505.36 - $35599.88, all salary calculations to start at the minimum salary

HOURS: 8:00 A.M. – 5:00 P.M., Monday – Friday; Hours will vary and on occasion may work evenings and weekends.

CONTACT: Human Resources or via email at

MAJOR FUNCTION: The incumbent in this position is a key component of the Financial Services team and is responsible for daily office tasks including processing of incoming and outgoing mail, financial status report reviews, office procurement, maintenance requests and special projects as assigned. The position performs advanced clerical/secretarial and administrative support functions of considerable variety and complexity requiring exercising considerable judgment and initiative in completing assignments for a director, department head or coordinator.

Provides administrative and clerical support for the Financial Services team. Handles all phases of travel such as making travel arrangements and corresponding paperwork. Maintains subject files, schedules, meetings and maintains calendar. Responds to incoming calls and mail, and processes a variety of documents. Reviews mail for significance and prepares response in advance of review if indicated. Supervises OPS employees and work study students. Prepares for various meetings and may act as recording secretary. Safeguards all information of a privileged nature and prepares accurate minutes for approval. Types and proofreads ads, memos, letters, reports, forms, etc., for the office.

Oversees monthly budget expenditures for Financial Services. Maintains supply inventory for the office. Prepares procurement documents and maintenance work orders. Acts as relief for various positions in the office as scheduled. Assists in planning, developing and maintaining data programs to aid with awarding contracts. Assists Coordinators with contract reviews.

Supports Managers with periodic report reviews (budget, spending, receivables). Identifies anomalies and assist Managers in resolution as directed. Assists the Director in the annual budget process. Maintains supply inventory for the office. Prepares order requisitions.

Supports accounts receivable with back-office payment processing. Receives, verifies and maintains records for accuracy. Maintains calendar for approved absences of department staff.

Serves as Website Content Manager for Financial Services. Assists director in the printing and dissemination of printed materials and publications from various sources. Compiles data and prepares periodic reports and surveys. Prepares maintenance work orders and equipment transfer paperwork. Provides support to users of copy machine; orders materials/paper required for both machines.

INIMUM TRAINING AND EXPERIENCE: Graduation from a standard high school or equivalency diploma and four years of progressively responsible secretarial and/or clerical experience; or an equivalent combination of education and experience.

SUCCESSFUL APPLICANTS WILL DEMONSTRATE THE FOLLOWING: Strong organizational, analytical and communication skills, both verbally and in writing. Ability to use computer software programs in word processing, spreadsheet, and presentation. Ability to prepare budgets and draft clear, concise and persuasive narratives, professional correspondence and other documents. Ability to establish and maintain effective working relationships with others to include public officials, agency personnel, volunteers, private business owners, and employees. Ability to organize data into logical formats for presentation in reports, documents and other written materials. Ability to coordinate and manage multiple projects simultaneously. Ability to develop critical path timelines, initiate and complete assignments. Skilled in effective interpersonal skills. Ability to work independently and make sound judgments

REQ03435