• Director of Administration & Finance (Prin. Admin. Asst.)

    Posted Date 1 week ago(6/11/2018 2:21 PM)
    Req ID
    2018-15187
    Position
    Regular Full-Time
    Dept
    Property Management
    Location
    Prm Property Management
    Salary Min
    84,311.26
    Salary Max
    120,798.40
    Union
    SE1
    Openings
    1
    Posting End Date
    6/20/2018
    Contact Email
    Carol.Donovan@boston.gov
  • Overview:

    This is a provisional appointment.

     

    Brief Job Description (essential functions of the job):

     

    The mission of the City of Boston Property Management Department (PMD) is to manage, maintain, repair, and provide security for the City's municipal buildings including City Hall and Faneuil Hall; to preserve the useful life of City facilities and reduce operating costs through effective preventative maintenance measures.

     

    Under the direction of the Commissioner and Deputy Commissioner of the Property Management Department, Director of Administration & Finance (Prinicipal Administrative Assistant) performs a wide variety of administrative and management projects.

     

     

     

    Responsibilities:

    • Provides planning, direction, management and oversight of the activities and operations of the Finance & Administration Unit including the annual budget, accounts payable, accounts receivable, and general ledger. Provides assistance with payroll as needed.
    • Reviews and analyzes a variety of financial and operational information (e.g. revenues, expenditures, cash management, cost projections, work orders, staffing trends, etc.) for the purpose of providing direction and support, making recommendations, maximizing use of funds, and ensuring overall operations are efficient and within budget.
    • Assists the Deputy Commissioner in the preparation, evaluation, and forecast of the department’s annual operating and capital budgets. 
    • Works with employees across the department to ensure the timely and accurate collection of finance and operations data.
    • Provides financial guidance, training, and technical assistance to all PMD staff.
    • Through supervision of the Contracts Manager, examines and evaluates proposed and executed contracts, providing recommendations to senior management.
    • Through supervision of Finance and Administration staff, responsible for entry and oversight of all PMD’s BAIS Financial and HCM transactions. Reviews and approves budget amendment requests, budget requisitions, purchase orders, and non-orders. 
    • Performs regular financial transaction audits: a review of all departmental financial transactions should be made regularly and at least monthly; advises Deputy Commissioner and Senior Management accordingly. 
    • Controls expenditures of all PMD funds to ensure that budgets do not exceed appropriations.
    • Responsible for drafting and monitoring User Agreements and Memorandum of Agreements (MOAs) with third party agencies and city departments regarding reimbursement of services. Monitors payroll and expenses associated with these agreements; ensures PMD is properly reimbursed. 
    • Oversees PMD’s procurement function, including purchasing of supplies, equipment, and materials, and coordination of all contractual arrangements and procedures in compliance with state laws.
    • Responsible for PMD’s revenue management; monitor PMD’s retail rental and Special Event agreements, utilizes the city’s A/R billing system to ensure that accounts are billed and collected in a timely manner. 
    • Ensures the proper record management and maintenance of financial records.
    • Provides general advice, assistance, and recommendations to the Deputy Commissioner and keeps him/her informed through weekly meetings and/or reports.
    • Performs varied and highly complex administrative and technical work requiring the exercise of significant leadership, independent judgment, and initiative in the planning, management, and execution of department services to meet PMD's financial and administrative needs.
    • Provides direct administrative guidance and supervision to direct reports, who in turn oversee employees serving in the finance and administration program.
    • Delegates Responsibilities: responsibility to ensure that any delegated authorities or duties are properly documented, approved and maintains appropriate internal controls.
    • Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the Finance and Administration unit.
    • Implements and monitors approved personnel policies, including attendance policy; conducts staff meetings; evaluates employees; prepares activity and personnel reports and recommendations for review by Commissioner or Deputy Commissioner.
    • Assists in planning, supervising, developing, evaluating, coordinating, and implementing activities, policies, and programs; participates in developing procedures and in establishing and attaining objectives. Makes extensive studies and recommendations relative to the organization, activities, policies and procedures of the department to ensure the effective and efficient performance of departmental functions.
    • Performs related work as required.

    Minimum Entrance Qualifications:

    • Applicants must have at least four (4) years of full-time, or equivalent part-time, professional or technical experience in accounting, budget and financial reporting, public administration, business management or related field of which at least one (1) year of must have been in a supervisory capacity.
    • Strong verbal and written communication skills.
    • Extensive knowledge of PeopleSoft; Human Resources and Financials.
    • Knowledge of City of Boston procedures for purchasing and servicing and contracts strongly preferred 
    • Demonstrated proficiency of financial, word processing and presentation software. 
    • Ability to exercise good judgment and focus on detail as required by the job.

    BOSTON RESIDENCY REQUIRED

     

    Terms:

    Union/Salary Plan/Grade: SENA/MM1-10

    Hours per week: 35

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