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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


Financial Management Services

Description

Provide financial services and oversight for a total OMF budget of $585 million and 16 funds.

Core Services

  • 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 receivable 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
  • Provide financial management to debt financed projects
  • Problem solve funding, purchasing, and contracting alternatives

Administrative Services

Description

Provide administrative services and support to OMF bureaus and Council Offices.

Core Services

  • Coordinate and process timekeeping records
  • Process payroll and personnel administration
  • Provide reception services for the OMF main phone line
  • Order and maintain supplies
  • Process and maintain FMLA files and transactions
  • Manage and maintain Division records  

Additional Services
For a subset of Clients

  • Coordinate facilities, telephone, and ergonomic issues for OMF occupants of the Congress Center 22nd floor   
  • Provide P-card processing support 
  • Process travel requests and coordinate travel arrangements
  • Provide purchasing and materials management services

Communications

Description

Provide communications, change management and project management services.

Core Services

  • Lead the monitoring of the OMF Strategic Plan and OMF Work 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
  • Produce management reports in assigned areas
  • Produce the Weekly OMF Hot Sheet for the Mayor's Office
  • Convene, staff and develop management information reports for the OMF Advisory Committee, Technology Executive Steering Committee, Equity Committee, Labor-Management Committee, and Sustainability Committee (Green Team)
  • Convene, staff and develop management information reports for the City Council-appointed Public Safety GO Bond Independent Citizen Committee, Technology Oversight Committee, and Portland Building Community Oversight Committee
  • Create and manage internal, Citywide, and community communications
  • Manage OMF's web pages and social media, City homepage, and the Citywide employee portal
  • Provide document layout and design services
  • Conduct communications/change management for OMF projects, such as the Portland Building Reconstruction project
  • Manage Citywide Charitable Campaign
  • Coordinate the OMF Speaker Series

Additional Services
For a subset of Clients

  • Coordinate community involvement efforts
  • Participate on Citywide committees reviewing and recommending policy changes to records management, legal holds and public records requests

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, OMF Work Plan, and customer service survey
  • Coordinate Bureau Directors meetings and planning sessions
  • Provide staff support to the OMF Leadership Team meetings
  • Manage division professional development and employer of choice initiatives
  • Implement customer service process assessments; publish the OMF customer service framework
  • Provide project management support services
  • Convene the City Business Hour Group
  • Convene interagency checkup meetings
  • Review and update OMF financial, administrative and communication policies
  • Serve on Technology Executive Steering Committee
  • Serve as an OMF Navigator

Additional Services
For a subset of Clients

  • Convene and staff the OMF meetings with Small Bureaus
  • Coordinate Council Office Transitions

Business Operations Organizational Chart (Printable)

Download (PDF Document, 12kb)

Business Operations Employee Expectations

Download (PDF Document, 14kb)

Service Level Description (printable)

Download (PDF Document, 59kb)

Business Operations Funding Methodology

Download (PDF Document, 144kb)