Job Description
FINANCIAL / OFFICE MANAGER
Department:
Council on Aging (COA) Grade:
S1 Division:
N/A Revision Date:
11/19 Appointing Authority:
COA Director Bargaining Unit:
S Definition:
Under the general supervision of the Director, performs administrative, financial and account work involving significant oversight and coordination responsibilities in organizing the support services and daily operation of the COA; supervision of receptionist station (including volunteer base); bookkeeping and account functions for all monies received and expended from all sources; all other work as required that is logical to the position. Supervision:
Reports directly to and works under the supervision of the Director and under the policy direction of the Council of Aging. May receive direction from professional staff as delegated by the Director; however, most work requires significant independent action and decision- making. May be required to schedule and supervise multiple Front Desk Volunteers. Environment:
Varied work in a multi-task environment. Duties are performed under typical office conditions. Operates computers and peripheral devices, calculators, telephones, and other standard office equipment. Has frequent contact with employees, city departments, outside boards or commissions, organizations and the general public; and daily contact with a diverse population of COA clients and visitors. Errors in performance may cause legal or financial repercussions may cause an adverse impact on public opinion; cause confusion and delay, and lower standards of service to seniors and their families. Performs highly responsible account and processing functions requiring independent judgment to ensure compliance with applicable laws, rules, regulations and departmental or grant policies, procedures and methods. Has access to or control of highly confidential records subject to non-disclosure or limited disclosure pursuant to statutory prescript. Essential Functions:
The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed and are representative of those that must be met by an employee to successfully perform the essential functions of the job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Serves as the Office Manager for the Council on Aging / Senior Center. Coordinates work flow in order to ensure timely completion of responsibilities. Explain departmental policies or financial controls to clients utilizing the Center as necessary. COA Financial / Officer Manager Page 2 Responsible for the overall functioning of the business office and day to day office tasks, including mail distribution, maintaining and procuring of supplies; responsible for all correspondence, duplicating, phone and computer systems. Responsible for all financial transactions, including the preparation of accounts payable (A/P), receivable (A/R) and all deposits; bank and account re-conciliations; financial reports, payroll, and grant financial reporting and accounting requirements; will be responsible for significant quantities of checks and cash. Responsible for designing, implementing or adhering to existing financial control systems or computer programs pertaining to record keeping, statistical data tracking, reporting and analysis; and account quarterly and year-end reports; in assisting professional staff with the maintenance of records and files for activities, services and special events. Responsible for assisting Director in developing, maintaining and overseeing the operating and capital budgets; grant programs and monies; and all reports pertaining to the Council on Aging. Acts as Recording Secretary for the COA Board meetings and preparation of financial or other reports for individual Board Committees; may prepare spreadsheets and database models for the formulation of summaries, financial analysis and other financial data required by the COA or grantor funding sources. Assists professional staff with special events and functions as assigned; will assume the responsibilities designated by Director or Activities Director in the absence of either. Attends staff meetings; assists professional staff as required. Minimum Qualifications:
Education and Experience:
Any combination of education and experience that would have provided the required knowledge and skills that enables performance of all aspects of the position is qualifying. Associates degree, preferably with coursework in accounting, business, or related field, Bachelors Degree preferred. Three years experience in an accounting or financial environment, preferably in a municipal environment; or, any equivalent combination of education and experience that enables performance of all aspects of the position. Prefer experience with seniors and elder issues. Knowledge, Ability and Skill:
Ability to prepare routine to complex correspondence and reports utilizing various types of software applications including MUNIS and EXCEL; ability to maintain detailed budget accounts and financial records; ability to understand, select and perform basic mathematical calculations efficiently and accurately. Ability to follow oral and written instructions; to make decisions in accordance with Senior Center policies and procedures; must be detail oriented and be able to balance accounts accurately, efficiently and speedily; must perform all aspects of job responsibilities with honesty and integrity. Requires ability to handle several tasks at once; ability to deal in an effective and courteous manner with members of the general public of diverse cultural and linguistic backgrounds on a daily basis; ability to establish and maintain cooperative and positive working relationships with staff and clients; skill in evaluating facts or situations to determine appropriate actions. COA Financial / Officer Manager Page 3 Thorough working knowledge of departmental functions and municipal financial operations preferred; of standard financial office practices and procedures; of use and operation of standard office equipment; ability to operate a personal computer in a windows environment with proficiency in MS Office and G-Suite required; familiarity with MUNIS and other database programs and computer hardware and software systems; dexterity and accuracy in operating programs; ability to learn, operate and train staff on computer systems. Knowledge of general clerical methods and practices; of the general rules and regulations of the Senior Center, of the techniques and practices of customer service including telephone etiquette and courteous communication, verbally and in writing. Physical Requirements:
Varying physical effort required under typical office conditions include regular sitting, talking, walking and mental concentration for prolonged periods; intermittent moderate effort required for tasks such as moving files, books or other Senior Center materials; use of hands and fingers in operating/using office equipment.. Position requires the ability to operate a keyboard and view computer screens and the ability to adjust focus; hearing ability requirements include telephone duties and the ability to interact with others. Special Requirements:
Must successfully pass CORI/ SORI
checks. (This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.) Approved:
____________________________ __________________ Human Resources Director Date:
Revision History:
12/02, 7/08, 11/19 ____________________________ Department Head Mayor
