Office Manager - Temp To Perm

This is a temp-to-perm opportunity which is expected to become full-time in June 2025. If there are qualified internal candidates interested and then selected, we will work with your current Department Head to share your training time at the Fire Department while performing your current role.

Basic Function

Performs responsible and complex administrative and professional work to ensure accurate financial systems for the Medford Fire Department. Working independently, the Office Manager manages appropriations and expenditures for the Department operating budget, maintains records of employees' sick time and vacation, generates purchase orders, processes invoices for payment, prepares the annual budget, and prepares communications as requested.

Duties And Responsibilities

• Maintains payroll data and prepares payroll for the Fire Department.
• Oversight and systems analysis for all financial management functions for the Fire Department.
• Assists in the preparation and presentation of the annual Fire Department budget including monitoring and auditing expenditure trends.
• Reconciles the computerized records of the Fire Department with City financial records.
• Prepares financial reports as needed for review by the Fire Chief. City Auditor, and Mayors Office.
• Implements accounting systems to trace payroll overtime and other expenditures by program activity and funding source.
• Serves as Fire Department liaison with the City's Payroll Department.
• Responsible for the accurate submission of all payroll data, including outside detail pay, witness fees, overtime, and deductions.
• Ensures that payroll submissions reconcile with employee attendance calendars.
• Review bid documents, contracts, and procurement procedures to ensure compliance with MGL Ch. 308 and other applicable public bidding laws.
• Monitors all procedures used by the Fire Department for accounts payable with specific emphasis on Fire detail billing, receipts, and reconciliation. Coordinates this function with the City's Treasurer/Collector's department.
• Monitors and audits processes for the fiscal and programmatic budgets for Fire Department grants.
• Maintains records to ensure compliance with grant regulations.
• Submits financial information to the City and grantors for timely reimbursements of grant proceeds.
• Establishes and maintains project schedules.
• Ensures timely and accurate compliance with all grant conditions.
• Performs administrative duties for the Fire Chief, Deputy Chiefs, Fire Prevention and Training Division.
• Tracks Fire details worked, prepares relevant invoices for companies, and pays member detail pay.
• Answers department telephone calls and responses to public information requests.
• Performs other special projects as required.
• Other duties as assigned.
  
  

Minimum

EDUCATIONAL / EXPERIENCE REQUIREMENTS:

• Associate degree or equivalent in accounting, business, or closely related.
• Must be bondable (Pass a background check)
• Three (3) years of financial administration experience in a municipal setting.
  
  

Preferred

• Bachelor’s degree in accounting, business, or closely related field
  
  

Knowledge/Skills/Abilities

Knowledge: Knowledge of municipal finance and purchasing laws, practices, and procedures.

Skills

• Possesses effective organizational skills and ability to prioritize.
• Operates computer equipment and various software systems, including working knowledge of Excel and Word software.
• Maintains confidentiality of financial and employee files.
• Establishes and maintains effective working relationships with employees, city officials, and the general public.
• Attention to detail and high level of accuracy.
  
  

Abilities

• Demonstrated accuracy with computations with the ability to produce clear financial reports.
• Ability to perform qualitative analysis of project budget activity.
• Strong computer proficiency including Excel spreadsheets, Word, and financial systems.
• Excellent communication skills, both written and verbal.
• Ability to identify errors and take corrective action.
• Ability to meet time-sensitive deadlines.
• Attention to detail and high level of accuracy.
• Very effective organizational skills and ability to prioritize.
• Ability to plan, organize, and direct long-range plans and specific work projects.
• Ability to work well independently.
  
  

Physical Conditions

While performing the duties of this job, the employee is frequently required to sit, stand, see, talk, and hear. The employee is required to walk; use hands to operate; finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to lift light to medium-weight boxes, containers, or books.

Work Environment

The work environment in a standard indoor office environment. The noise level in the work environment is usually low to moderate. Will work within the office at the Fire Department.

HOURS OF WORK: Temp to Perm – Up to 15 hours per week to train, until such time as the position is vacant. The anticipated vacancy is June 2025, at which time this will become a full-time, permanent position at 35 hours per week.

SALARY: Union CAF-7.5 ($1,234.47-$1,356.96/35-hour week) prorated for hours worked at the Fire Department

ADDRESS ALL COVER LETTERS AND RESUMES TO

Human Resources Department

City of Medford – Room 204

85 George P. Hassett Drive

Medford, MA 02155

Or send cover letter and resume with the job title in the subject line to jobs@medford-ma.gov

For the posting, please visit the City of Medford's website – www.medfordma.org

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.