City of Boston

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Office/Finance Manager

Office/Finance Manager

Req ID 
2017-13703
Position  
Regular Full-Time
Dept 
Environment Department
Location  
Environment Department
Salary Min 
46,647.38
Salary Max 
64,944.61
Union  
MYO
Openings 
1
Posted Date 
9/12/2017
Posting End Date 
..
Contact Email 
Patricia.Garcia@boston.gov

More information about this job:

Overview:

Brief Job Description (essential functions of the position):

 

Under the direction of the Commissioner, manages day-to-day administration of the Environment Department.

Responsibilities:

Responsibilities include but are not limited to:

 

Office management:

  • Supervises Grants Administrator/Financial Specialist, Receptionist, and non-permanent administrative staff.
  • Prepares job requisitions and hires and on-boards staff.
  • Prepares payroll; manages attendance and tracks vacations, sick time, and personal time. Maintains personnel records. 
  • Serves as liaison with Human Resources Department to inform staff about human resources policies and ensure implementation.
  • Oversees departmental calendars for conference rooms and equipment.
  • Manages asset tracking and reporting for computers, laptops, monitors, telephones, copiers, printers, and other department equipment
  • Ensures the operation and maintenance of office equipment; contacts service providers when necessary.
  • Maintains inventory of office supplies and processes purchase orders as necessary.
  • Provides backup for receptionist and grants administrator as needed.
  • Provides staff support for Commissioner and department as needed.

Finance Management:

  • With Grants Administrator/Financial Specialist, reviews, on a monthly basis, expenses for all external funding, invoicing, and payments.
  • Prepares, using BAIS Financials, annual departmental budget. Compares past fiscal year's expenses against projected expenses for upcoming fiscal year; reviews projected expenses and verifies that projections are based on appropriate data.
  • Coordinates the reconciliation of the department’s financial records with the City’s PeopleSoft System.
  • Prepares purchase orders for services, and pays invoices associated with purchases orders and requisitions.
  • Manages annual budget; in particular, maintains budgetary ledgers, reviews expenses, monitors outflows, identifies surpluses and deficits, and prepares budget transfers and chargebacks, as needed.
  • Prepares reports requested by the Office of Budget Management
  • Serves as backup for cash receipts administration

 Performs related work as required.

Minimum Entrance Qualifications:

Minimum Entrance Qualifications:

  • At least two (2) years of full-time, or equivalent part-time, experience in office administration or management, accounting, and financial reporting with a concentration in basic accounting and record keeping.
  • An undergraduate degree with a major in business administration, public administration, or business management may be substituted for the required experience on the basis of one year of such education for six months of the required experience.
  • Ability to communicate effectively orally and in writing; to collect and analyze financial data; to prepare reports with findings and recommendations
  • Ability to establish and maintain effective working relationships with colleagues, vendors, employees in other departments and external agencies.
  • Demonstrated ability with software such as Microsoft Office, including Word and Excel.
  • Proficiency in software such as PeopleSoft BAIS Financials and Human Capital Management strongly preferred.
  • Ability to exercise good judgment and focus on detail as required by the job.

 

Boston Residency Required

 

Terms:

 

Union/Salary Grade: Non-Union/MO-6

Hours per Week: 35