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Office of Management & Finance

Office of the Chief Administrative Officer

Phone: 503-823-5288

1120 SW 5th Ave, Room 1250, Portland, OR 97204

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About Business Operations

Table of Contents

(Printable Version)

Financial Management Services

Description

Provide financial services and oversight for a total OMF budget of $422 million and 15 funds.

Core Services
For all Clients

  • Develop and administer budgets
  • Develop OMF financial management process
  • Provide financial analysis of budget and business decisions
  • Provide financial analysis of funding plans and proposals
  • Prepare financial plans
  • Produce financial reports
  • Conduct projections and analysis for budget balancing
  • Prepare Financial Impact Statements for personnel actions and ordinances
  • Prepare and submit all OMF budget documents
  • Prepare audit schedules for OMF’s divisions and Council offices in support of the City’s fiscal year audit and CAFR production
  • Develop overhead models, interagency rates and financial component of interagency agreements
  • Prepare and submit budget monitoring reports for OMF
  • Process journal entries for allocating costs, correcting transactions and closing fiscal periods
  • Bill for services of interagency providers
  • Provide accounts payable services
  • Provide accounts relievable services 

Additional Services
For a subset of Clients

  • Provide financial management services to large projects
  • Develop capital plans
  • Conduct capital project accounting
  • Create and maintain cost objects
  • Coordinate debt sales
  • Problem solve funding, purchasing, and contracting alternatives
  • Provide support services to small bureaus

Grants Management

Description

Provide financial grants management services and guidance to all City bureaus receiving grants to ensure compliance with all regulations and requirements.

Core Services
For all Clients

  • Assist bureaus’ staff in preparing/submitting grant applications; act as a technical resource for bureaus’ grant writers
  • Provide assistance to bureaus writing grant ordinances
  • Enter and maintain grants’ information in SAP/Grants Module, create SAP grants accounts receivable documents and submit expenses to grantors for reimbursement
  • Prepare required annual Schedule of Expenditures of Federal Awards (SEFA)
  • Prepare/submit required grant financial reports to grants and assist bureaus with submission of progress and other reports as applicable   

Additional Services
For a subset of Clients

  • Minimize potential financial liability Citywide by ensuring only allowable costs are charged to grants and prevent findings from grantors and auditors
  • Maximize City’s cash flow from grantors
  • Serve as City’s point of contact with federal, state, and private grantors
  • Assist bureaus’ staff with grant budget development and tracking of grant revenues and expenditures

Communications

Description

Provide communications and project management support. 

Core Services
For all Clients

  • Lead the monitoring of the OMF strategic plan; track and report progress
  • Prepare OMF budget narratives and performance measures
  • Research and respond to OMF records requests
  • Provide public information and media services
  • Convene, staff and develop management information reports for the OMF Advisory Committee, Diversity Development Committee, Labor-Management Committee and Sustainability Committee (Green Team), as well as for the City Council-appointed Public Safety GO Bond Independent CItizen Committee, Technology Oversight Committee and Socially Responsible Investing Committee
  • Create and manage internal, Citywide and community communications
  • Manage OMF's web pages, City homepage, and the Citywide employee portal
  • Provide document layout and design services
  • Produce managment reports in assigned areas

Additional Services
For a subset of Clients

  • Coordinate community involvement efforts
  • Conduct communications/change management for OMF projects, such as the Portland Online refresh

Administrative Services

Description

Provide administrative services and support to OMF bureaus.

Core Services
For all Clients

  • Coordinate and process timekeeping records
  • Process payroll and personnel administration
  • Provide reception services for 12th floor
  • Order and maintain supplies
  • Process and maintain FMLA files
  • Division records management

Additional Services
For a subset of Clients

  • Coordination of facilities, telephone, and ergonomic issues for occupants of the PortlandBuilding’s 12th floor 
  • Provide P-card processing support 
  • Process travel requests and coordinate travel arrangements
  • Provide purchasing and materials management services

Management / Other

Description

Provide management, policy development and project management services in support of the CAO, Council and/or City initiatives.

Core Services
For all Clients

  • Manage the production of the OMF Strategic Plan and customer service survey
  • Cooordinate Bureau Directors meetings and planning sessions
  • Procide staff support to the OMF Core Leadership Team meetings
  • Manage the annual Citywide Charitable Campaign
  • Manage division professional development initiatives
  • Implement customer service process improvements
  • Provide project management support services 

Additional Services
For a subset of Clients

  • Serve as a project sponsor for the City mentorship program
  • Serve as an OMF Navigator
  • Serve as a project sponsor on the Consolidation Inquiry
  • Convene the City Business Hour group
  • Provide leadership to the innovation project

Business Operations Employee Expectations

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Business Operations Organizational Chart (printable)

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Service Level Description (printable)

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Business Operations Funding Methodology

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