City of Boston

Director of Admin and Finance

Posted Date 3 weeks ago(8/30/2021 10:03 AM)
Req ID
2021-20358
Dept
Office of Equity
Position
Regular Full-Time
Location
Boston City Hall
Salary Min
79,685.53
Salary Max
113,347.20
Union
EXM
Openings
1
Contact Email
natasha.white@boston.gov

Overview:

Brief Job Description (essential functions of the job):

 

Under the direction of the Chief of Equity or his/her designee,  the Director of Administration and Finance leads, manages and monitors the daily financial and Human Resources operations of the Cabinet to comply with approved City policies. The successful incumbent will  monitor any grants for the office of Equity and ensure all staff have the office support needed to effectively perform their job functions. This position will require prior experience in accounting/budgeting, project management and execution, excellent writing skills, and administrative support. The City of Boston is committed to creating a diverse, equitable, and inclusive working environment and the Director should perform aspects of his/her job in an equitable manner.

Responsibilities:

Financial Management - Reporting to Chief:

  • Working with department heads, prepares and develops yearly department budgets for all members of the cabinet and accompanying memos for review and approval of cabinet chief to submit to the Office of Budget and Management (OBM). This includes ensuring proposed budgets are equitable and inclusive
  • Develops and implements a well-managed and equitable budget planning process that ensures input from and ownership of appropriate Cabinet team members and community partners
  • Tracks, updates, and shares accurate monthly financial reports in clear and user friendly formats with appropriate Cabinet 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 analysts, Chief of Staff of the Equity cabinet, and department heads, so that she/he is abreast of any changes needed to make to budget throughout the year
  • Under guidance of the Chief of Staff, plans, coordinates and facilitates an annual information session with cabinet department heads, to review any changes from OBM and other fiscal concerns
  • Works with cabinet department heads to develop and maintain performance measures
  • Prepares and issues timely, accurate and complete financial reports/budget memos outside of the budget process for review and approval by Chief of Staff and Cabinet Chief
  • Prepares, completes and ensures all financial transactions for the Cabinet 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 for the office of equity, and select cabinet departments as well as sponsorship pledges and reporting in conjunction with the City’s OBM, Auditing and Treasury Department

Human Resources Support - Reporting to Chief of Staff:

  • Works closely with the Office of Human Resources Talent Acquisition and Classification & Compensation team and relevant department heads to: draft 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 ( ICIMS; website); collects and screens resumes for relevant department heads and Chief of Staff’s review; develops template interview questions to share with cabinet staff; schedules interview preparation sessions with relevant department staff; works with relevant department staff to schedule all interviews with candidates; and responds to applicants’ inquiries as needed( e.g. application status, timeline etc.)
  • the Director will collect and report on data to ensure the Equity Office is meeting Equitable Hiring and Contracting goals.
  • Under the guidance of the Chief of Staff and relevant department heads; establishes an in-depth new employee orientation and an Equity Caon-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 City Hall) etc.
  • Prepares, schedules, and conducts staff exit interviews.
  • Handles all back-end HR functions for the Cabinet (e.g. drafts employment-related documents/correspondence for relevant department heads 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.)
  • Ensures legal compliance by monitoring and implementing applicable human resource federal, state and city requirements.
  • Under the guidance of relevant department heads and 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 cabinet departments human resources records as needed.

Administrative Support - Reporting to Chief of Staff:

  • Acts as the office liaison with City’s Operation Cabinet and oversees maintenance of office equipment.
  • Tracks inventory and reorders office supplies.
  • 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.)
  • Assists with special events planning and logistics.
  • Performs related duties as required.

Minimum Entrance Qualifications:

  • A minimum of four (4) years of full-time, or equivalent part time experience in accounting, budgeting, financial reporting, public administration, business management or related field
  • An undergraduate degree from an accredited school with a major in accounting, business administration, public administration or equivalent is preferred and may be substituted for two years of the required experience.
  • Candidate must understand equity and perform all work in an equitable manner.A dedicated public servant, with a strong commitment to the Equity Cabinet’s mission
  • Knowledge of PeopleSoft, Inc. applications, Microsoft Office Outlook, Word, Excel, Access and PowerPoint strongly preferred.
  • Knowledge of grant software packages preferred.
  • 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.
  • Familiarity with Massachusetts municipal finance law, rules and regulations preferred.
  • 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
  • Curiosity and willingness to engage with all facets of City Government using an equity lens.
  • Ability to exercise good judgement and focus on detail as required by the job.

Boston residency required.

 

Terms:

Union/SalaryPlan/Grade: MM2-9

Hours per week: 35

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