Job Description

BASIC FUNCTION:

This is a temp-to-perm opportunity which will become full-time on July 7th 2025.

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.

EDUCATIONAL / EXPERIENCE REQUIREMENTS:
Minimum:
- 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

See job posting at City of Medford https://resources.finalsite.net/images/v1740146507/medfordmaorg/y7ghwkj2ijmki0wmzfbk/Posting-Fire-OfficeManager.pdf for more details