Office Manager

Description ABOUT THE RPC: The Clarksville Montgomery County Regional Planning Commission (RPC) has an exciting opportunity for a skilled Office Manager with great attention to detail. Located just 40 miles northwest of Nashville, Clarksvilles location and affordability are hard to beat. Clarksville was named Best Place to Live by Money Magazine in 2019 and 2024, one of the Top 10 Cities Where Millennials are Moving, while also being named the best place to live on $50,000 in Tennessee. The RPC is an independent government body responsible for land use in Clarksville and Montgomery County, Tennessee. Our team of dedicated professionals is committed to smart growth and economic development by providing services in the areas of zoning, subdivision, site plan and design review, transportation, and long-range planning. Serving one of the fastest-growing cities and counties in the state and country, the RPC is seeking a self-starting Office Manager with initiative and drive to help guide growth well into the next decade. The RPC offers a comprehensive benefits package including medical, dental, and vision insurance, paid time off, flexible spending account access, and Tennessee Consolidated Retirement System package. PURPOSE OF JOB: This position works under limited supervision of the Director of Planning, and occasionally the Deputy Director of Planning or Transportation Director, performshighly technical finance, payroll, purchasing, human resources, and general office duties. The Office Manager is responsible for all RPC accounts payable and accounts receivable, maintenance of financial records, processing of requisitions for adequate cash flow, audit preparation, benefits administration (health and retirement), and employee payroll for an office of 12 employees (and growing). Monthly, quarterly, and year-end reporting is required. Grants management. Annual budgeting with the Director of Planning. Plans, coordinates, implements, and monitors a variety of employee benefits programs which include retirement programs, long-term disability program, health, dental, vision, life insurance programs and FSA/HSA. Assist the RPC and its staff in processing Freedom of Information Requests, arranging travel for staff, keeping master calendars, public notary tasks, and improving policy or procedures maintain supplies and upkeep of the facility. PLEASE NOTE: THIS POSITION WILL REMAIN OPEN UNTIL FILLED. Example of Duties ESSENTIAL DUTIES AND RESPONSIBILITIES: Finance: Performs a wide variety of accounting and administrative tasks such as reviewing service documents for accounting purposes, maintaining ledgers, recording entries, reconciling several monthly ledgers, participating in the budget process, and interacting with vendors. Maintains financial records for the RPC including monthly budget reports; reconciles accounts monthly, quarterly, and year-end; prepares reporting statements and balance sheets; assembles and provides information for annual audit per GASB accounting standards. Prepares required documentation including, but not limited to, requisitions for funds, personnel and office policies and procedures manual, requests for proposals, specifications for goods and services, payroll and financial reports, W?2 forms, deposit slips, tax reports/returns, routine correspondence, employee time sheets, etc. Reconciles and reviews checking accounts and credit card statements maintained by the agency on a monthly basis. Deposits and accounts for money received by the RPC; maintains adequate cash flow for agency operations; reconciles bank balances from monthly statements. Grant management with state and federal agencies (TDOT, KYTC, FHWA, HUD, etc.) Collects and analyzes financial data such as source documents used for accounting records of initial entry, control accounts, and financial reports. Updates and presents a complete set of acco nting records, and prepares and submits monthly analysis of expenditures and revenues. Prepares financial reports for Federaland stategrants. Performs a wide variety of related accounting and administrative tasks such as reviewing service documents for accounting purposes, maintaining ledgers, recording entries, participating in the budget process and interacting with vendors. Gathers financial information and writes reports on the financial status of projects, contracts or accounts. Develops specifications for equipment purchases and professional services, such as computer consultants, insurance policies, etc. Payroll: Processes payroll; verifies and calculates payroll hours; processes deductions (garnishments or benefits), prepares and distributes checks (direct deposit); completes and files required state and federal payroll tax reports; deposits payroll and tax funds. Updates employee information and maintains personnel files. Annually, evaluates the programs and processes used in payroll processing for efficiency and/or cost savings. Reconciles monthly group retirement accounts, prepares transfer for payment and verifies payment. Maintains awareness of the payroll processing system and changes in wage and tax laws, and corresponds with federal, state and local tax agencies. Purchasing: Responsible for all purchasing for the office. Approves requisitions for supplies. Keeps inventory records of all assets and equipment. Evaluate the feasibility of modifications to, or replacement of, hardware and other assets. Maintains records of acquisitions and disposals of equipment for annual audit. Human Resources: Serves as liaison between staff and Planning Director for routine office matters, suggestions, complaints, etc. Conduct human resource functions including preparation ofemployee documents, new hire paperwork, travel forms, timecard review and approvals, and leave and other requests. Onboards and conducts orientation for new employees. FMLA management. Maintain out of office calendar. Coordinates and conducts various benefit program information and open enrollment sessions for employees. Confers with consultants (state or third party) concerning various benefit programs to design and implement employee benefits. Resolves issues regarding the requirements and provisions of benefit programs. Responsible for maintaining and updating job descriptions as assigned or required. General Office Management: Provide timely and accurate information to customers and co-workers. Assists in answering the main telephone line in a professional format directs calls to appropriate personnel and provides information to the public and staff. Draft memoranda, letters, and other various correspondence and reports. Attends meetings and trainings as assigned or necessary. Assists the Planning Director in general office matters, policy administration, etc. Plans various functions for the agency including venues, food, and materials (educational courses, retreats, retirements, annual training, etc). Assists with special projects and performs flexible assignments as requested; may substitute for co?workers in times of need. Scheduling maintenance and/or repair of building facilities and equipment. Makes travel arrangements; reviews and reconciles travel expenses; ensures compliance with travel policies Other duties as assigned. Typical Q