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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

More Contact Info

About Business Operations

Table of Contents

(Printable Version)

Financial Management Services

Description

Provide financial services and oversight for a total OMF budget of $300 million and 15 funds.

Core Services

  • Develop and administer budgets
  • 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
  • Bill for services of interagency providers

Additional Services

  • 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

  • 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

  • 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

  • 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 and Technology Oversight 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 management reports in assigned areas

Additional Services

  • 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

  • Provide accounts payable services
  • Provide accounts receivable services
  • 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

  • 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

  • Manage the production of the OMF Strategic Plan and customer service survey
  • Coordinate Bureau Directors meetings and planning sessions
  • Provide 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

  • Serve as a project sponsor for the City mentorship program
  • Serve as a Cross-Functional Team sponsor

Business Operations Organizational Chart (printable)

Download (PDF Document, 35kb)

Service Level Description (printable)

Download (PDF Document, 67kb)

Business Operations Funding Methodology

Download (PDF Document, 107kb)