What are the responsibilities and job description for the Office Manager-A&F position at City of Springfield, Massachusetts?
Salary : $50,058.77 - $65,102.66 Annually
Location : C129-Chief Administration Office
Job Type : Full Time
Job Number : 03897
Department : Administration & Finance
Opening Date : 02 / 12 / 2025
Closing Date : 2 / 26 / 2025 11 : 59 PM Eastern
Position Purpose / Summary
Responsible for providing clerical and administrative assistant to the Chief Administrative & Financial Officer (CAFO), the Office of Administration & Finance and Department of Technical Assistance & Compliance. This position will be responsible for assisting with the administration of department policies, payroll, accounts payable, accounts receivable, and assisting in administering contracts as they relate to the department. Work is performed under the direction of the CAFO. Supervision is not exercised over other employees.
Essential Functions
- Provides clerical and administrative support to the department.
- Primary phone contact, ascertaining the nature of the call, and resolving personally, or directing it to the appropriate individual or department.
- Oversees department record management duties, including record retention and filing relevant materials, e.g., contracts, council orders, payroll, accounts payable, departmental files, personnel records, accounting data.
- Assists with the onboarding of departmental employees, guaranteeing a smooth transition and start with the department.
- Completes and processes various forms required of the Office of Administration & Finance (A&F), i.e., personnel forms, invoices, work orders, purchase orders.
- Assists in the administration and implementation of department training, policies, and procedures.
- Processes payments of all bills relative to the office.
- Maintains office supplies inventory, including ordering and supply management.
- Processes and disburses vendor contracts and all corresponding documentation, including contract files and invoices submitted for payment.
- Communicates with other City departments on a variety of issues.
- Perform other duties as needed
Knowledge, Skills, and Abilities
Education and Experience
NOTICE : The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.
Medical / Dental / Vision 75% City Subsidized
All health insurance plans include Dental and Vision
Retirement Available to employees working 20 hours per week
Paid Vacation Earned vacation time can be taken after 6 months of service. Earned time is accrued.
Paid Holidays All City employees receive 11 paid holidays per year.
Paid Sick Time Full time employees are immediately eligible to begin accruing 1 1 / 4 days per month which can be taken after 6 months of service. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.
Paid Personal Days Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.
Family Medical Leave Act (FMLA) A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.
Training On the job and instructor led courses available
Employee Assistance Program Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.
Direct Deposit Easy, convenient, and free!
Do you have a high school diploma or equivalent?
Do you have a minimum of three (3) years' experience in an administrative support capacity or equivalent?
Are you a current City of Springfield resident?
The City of Springfield requires all employees to be residents. If you are not a current Springfield resident, are you willing to relocate?
Required Question
Salary : $50,059 - $65,103
