City of Boston

Finance and Administrative Manager (Admin Asst III)

Posted Date 2 months ago(8/3/2021 9:40 AM)
Req ID
2021-20259
Dept
Immigrant Advancement
Position
Regular Full-Time
Location
Boston City Hall
Salary Min
61,314.01
Salary Max
84,736.95
Union
MYO
Openings
1
Contact Email
agnes.chang@boston.gov

Overview:

Brief Job Description (essential functions of the job):

 

Under the direction of the Director the Finance and Administrative manager leads, manages and monitors the daily financial and HR operations of the department to comply with approved City policies; provides scheduling and administrative support to the Director; ensures all staff have the office supports needed to effectively perform their job functions.

Responsibilities:

Financial Management - Reporting to Director:

 

  • Assists, prepares and develops yearly department budget and accompanying memos for review and approval of Director  to submit to Office of Budget and Management (OBM)Working with the Director , gather the data, staff engagement  Develops and implements a well-managed budget planning process that ensures input from and ownership of appropriate MOIA team members and community partners 
  • Tracks, updates, and shares accurate monthly financial reports in clear and user friendly formats with appropriate MOIA team members to make sure team members adhere to approved budget and deliver on promised programs and activities
  • Maintains strong communication (verbal and written) with OBM Budget analyst and MOIA Team members, so that she/he is abreast of any changes needed to make to budget throughout the year
  • Under guidance of the Director, plans, coordinates and facilitates an annual information session with community partners to share MOIA’s approved budget for the coming fiscal year
  • Develops and prepares the Department’s annual budget performance measures for Director, Chief of Staff and MOIA team’s input and review and facilitates all related meetings with OBM
  • Prepares and manages all consultant and event services contracts to ensure compliance with Mayor’s Equity Executive Order
  • Prepares and issues timely, accurate and complete financial reports/budget memos outside of the budget process for review and approval by Director
  • Prepares, completes and ensures all financial transactions are processed accurately, in a timely manner, and in accordance with the City of Boston’s accepted accounting policies and practices
  • Manages and processes the following areas: payroll, accounts payable, revenue and expense, reimbursements, reconciliations and allocations
  • Tracks and processes external grants acceptance, sponsorship pledges and reporting in conjunction with the City’s OBM, Auditing and Treasury Department

 

Scheduling & Executive Assistance Support - Reporting to Director:

  • Schedules and manages MOIA Director’s appointments 
  • Books MOIA Director’s travel, registration for particular events, conferences, etc. 
  • Drafts any emails, memos, draft talking points, etc. needed for MOIA Director
  • For Director speaking engagements, requests the appropriate details and conveys them to Director and any other suitable MOIA staff

Human Resources Support - Reporting to Chief of Staff:

 

  • Under the guidance of the Chief of Staff, develops and manages a robust staff recruitment and interviewing program: drafts job descriptions in compliance with City’s requirements for Chief of Staff’s review and approval; submits job descriptions to relevant City departments for review and approval ( e.g HR, OBM, Auditing) ; posts approved job openings in City’s career portal ( ICYMS; website); collects and screens resumes for Chief of Staff’s review; develops template interview questions to share with MOIA staff; schedules interview preparation sessions with relevant MOIA staff; schedules all interviews with candidates; and responds to applicants’ inquiries ( e.g. application status, timeline etc.) 
  • Under the guidance of  the Chief of Staff, establishes an in-depth new employee orientation and on-boarding system that includes: schedules meet and greet with relevant staff and city employees, meets with each new employee to share all HR related policies and any “housekeeping” notes ; introduces new hires to office staff (e.g.tour of suite 806) etc.
  • Prepares, schedules, and conducts staff exit interviews
  • Handles all back-end HR functions for the department (e.g. drafts employment-related documents/correspondence for Director and Chief of Staff’s review; collects and submits staff’s weekly attendance records; collects and submits each staff’s monthly budget performance measures; sets up new employees’ city email accounts and employee IDs; orders office equipment for new hires ( desktops, laptops, work phones); sets up new hires’ work stations ( DoIT for computers and desk phones set up, stationary etc.)
  • Prepares and submits necessary documents ( purchase orders and requisitions) to Chief of Staff and relevant city departments for purchases of office supplies ( e.g. business cards, notepads, pens, new equipment for staff etc.)    
  • Prepares and sends MOIA’s weekly electronic newsletter in a timely manner 
  • Ensures legal compliance by monitoring and implementing applicable human resource federal, state and city requirements
  • Under the guidance of the Chief of Staff, manages and oversees the recruitment of fellows, interns and volunteers through diverse professional networks ( e.g. higher education institutions, community organizations, private sectors etc.)
  • Cultivates professional and technical knowledge by attending HR educational workshops 
  • Retains all MOIA human resources records 

 

Administrative Support - Reporting to Chief of Staff:

 

    • Generates emails, memos, proclamations, recommendations and support letters 
  • Prepares team meetings agenda and transcribes minutes from meetings
  • Schedules team meetings 
  • Assists with special events planning and logistics
  • Acts as the office liaison with City’s Operation Cabinet  and oversees maintenance of office equipments
  • Tracks inventory and reorders office supplies
  • Participates in regular office responsibilities, including constituent services ( phone coverage, walk-ins, interpretation/translation, and email correspondence)
  • Participates in community outreach and engagement activities as assigned 
  • Performs related duties as required.

Minimum Entrance Qualifications:

  • Minimum of four (4) year of finance and accounting experience, including gathering, preparing and reporting financial information to senior management.
  • Minimum of three (3) years of executive assistant and/or admin support experience.
  • Experience with human resources management, compensation and benefits administration.
  • Experience with fund/grants accounting preferred.
  • Exceptional verbal and written communication skills and the ability to interact effectively with internal and external stakeholders.
  • Detailed oriented  and well-organized.
  • Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
  • Ability to take initiative and work independently and as part of a team.
  • Proficiency with accounting software and excellent computer skills. 

 

Boston Residency Required. 

 

Terms:

Union/SalaryPlan/Grade: MO-8

Hours per week: 35

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