The Public Affairs Office Manager (PAOM) will be responsible overseeing the divisional budgets.
- Budget maintenance
- Billing
- Contracts
- Maintain on-going and routine supervision of budgets and expenses to ensure accuracy of reports, as well as accuracy and timeliness of payments.
- Communicate with budget managers to resolve outstanding budget issues and manage and track their resolution.
- Run budget inquiries when appropriate.
- Report on budget issues on monthly basis upon regular review of budget office reports
- Lead preparation for quarterly and year end budget review meetings
- Assist in preparation of divisional budget submissions.
- Keep PA staff informed of any relevant changes in budget related processes
- Submit Purchase Requisitions as appropriate to Purchasing
- Ensure contractors are being paid accurately and on time with Contract Tracker
- Attain approvals for invoices and track payments to vendors
- Assist in preparation of contracts and coordinate contracts with Legal Department and Accounts Payable
- Maintain Contract Tracker database with contract terms and payments
- Assist in preparation of weekly wage payment forms
Submit expenses for key staff
Monitor accuracy for submissions from other PA staff
Payroll and Human Resources
The PAOM will manage and report on time accruals and relevant employee information
Submit bi-weekly time sheets
Maintain records of time accruals and coordinate time records with Payroll
Quarterly accrual reports to all PA staff
Coordinate administrative and technology needs of new hires and departing employees.
Coordinate intern needs (equipment, space, etc.) as needed
Office Supplies
Order and maintain office supplies for division
Monitor equipment supplies (printers, faxes, etc) for maintenance and supplies
General Public Affairs Administration
Schedule divisional meetings as requested
Secure technical and IT help as requested
Schedule tours and visits as requested
Maintain PA Calendar
Maintain general upkeep on carts and supply room maintenance
Support Public Affairs projects as needed (i.e. presentations, coordinate activities with other departments)
Maintain master PA events calendar
Qualifications
Associate or BS Degree or equivalent applicable experience, minimum 3 years office management experience, good written and verbal communications skills, working knowledge of office equipment including fax, copiers, phone systems, solid Microsoft Office skills (Word, Excel, PowerPoint).
