City of Boston

Contracts Administrator (Special Assistant)

Posted Date 4 weeks ago(9/29/2021 3:14 PM)
Req ID
2021-20342
Dept
Treasury-Treasury Division
Position
Regular Full-Time
Location
Tre Treasury-Treasury
Salary Min
54,259.64
Salary Max
80,636.91
Union
EXM
Openings
1
Contact Email
Richard.DePiano@boston.gov

Overview:

Brief Job Description (essential function of the job):

 

Reporting to the CPA director, the Office & Contracts Administrator will be responsible for grant agreements, internal record-keeping, reporting from CPA awardees, processing invoices, and general office functions.

Responsibilities:

  • Enters data for PeopleSoft (BAIS) system for projects, requisitions, and reporting.
  • Maintains accurate accounting and documentation for all steps of contracting and payments.
  • Creates monthly status report on all outstanding awards.
  • Requests quarterly revenue and expense reports to check CPA fund.
  • Work with Auditing, Treasury, Budget, and Legal staff for contracting, procurement, and fund distribution.
  • Works with project representatives following final award decisions to complete agreements and associated paperwork.
  • Coordinates with other departments/agencies using CPA funds for projects.
  • Works with CPA staff involved in project monitoring for communication around reporting and payments.
  • Ensures awarded projects have construction sign; follow-up for photo of the sign posted; helps organize ribbon cutting events and other project-based celebrations.
  • Assists with Freedom of Information Act (FOIA) requests or future audits.
  • Researches issues related to CPA project implementation as needed.
  • During funding round helps organize applications and create binder for CPC members.
  • Takes minutes at CPC meetings.
  • Manages office functions: files, supplies, equipment, and CPA materials.
  • Participates in special projects as assigned.
  • Answers phone, responds to email questions, and assists with the day-to-day operations of the department.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • At least four (4) years of full-time, or equivalent part-time, administrative experience in accounting or financial reporting, office management, compliance, regulatory functions, data entry, and customer support.
  • B.A./B.S. in a related field is preferred.
  • An undergraduate degree with a major in finance, business, administration, accounting, or management may be substituted for two (2) years of experience.
  • Superior organizational skills and ability to pay close attention to detail.
  • Proficiency with Microsoft applications (MS Word, Excel, and Google Drive).
  • Experience in PeopleSoft/BAIS Financials is a plus.
  • Demonstrated customer service skills.
  • Ability to respond quickly in a fast-paced environment when needed.
  • Strong communication skills; able to share information in a direct and simplified manner.
  • Ability to work both independently and collaboratively, exercise good judgement, accept feedback, and take direction.
  • Familiarity with Boston neighborhoods; experience working across race, community, age, and class lines; ability to work without bias.
  • Must be able to work a flexible work schedule to attend occasional evening meetings.

 

 

BOSTON RESIDENCY REQUIRED.


Terms:


Union/Salary Plan/Grade: Non-Union/MM2-5

Hours per week: 35

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