City of Boston

Finance and Operations Manager

Posted Date 2 months ago(7/25/2022 10:10 AM)
Req ID
Health & Human Servs
Regular Full-Time
BCC-Central Office
Salary Min
Salary Max
Contact Email


This is a provisional appointment.


Brief Job Description (essential functions of the job):


This is a newly restructured position in the Mayor’s Office of Human Services (HS). The Finance & Operations Manager is responsible for the coordination of office operations, financial processes, and organizational resources to facilitate effectiveness and efficiency. The primary goal of this role is to ensure the day to day activities and financial operations of HS run smoothly and in a timely manner. The ideal candidate will be experienced in handling a wide range of administrative and systems related tasks and will be able to work independently with little or no supervision. This person must be highly organized, flexible, and enjoy the challenges of a fast-paced environment.


Duties are performed under the general direction of the Cabinet Chief, reporting directly to the HS Deputy Chief. This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to departmental needs.



Finance Operations, Budget and Grants Administration

  • Responsible for developing and maintaining an internal process to monitor all aspects of HS spending and procurement activities based on City policies, procedures and finance requirements.
  • Support administration of grant funds managed by HS, including working with staff on the Request for Proposals (RFP) process, execution of agreements and disbursement of funds.
  • Process and track all HS budget transactions across initiatives and working with relevant departments including but not limited to Budget, and Office of Returning Citizens.
  • Provide guidance and provide assistance to staff on financial policies and procedures; Ensure staff are supported and informed of City processes and developments in financial policies to successfully execute functions in a timely manner (examples: disbursement of funds to a grantee or executing a vendor contract).
  • Work with Budget and other offices to prepare financial reports for HS staff to help manage spending and financial planning,

Office Operations

  • Develop and implement appropriate administrative systems, policies, procedures and processes to enable staff to perform their duties efficiently, effectively and safely.
  • Manage the Chief’s schedule and meeting requests, ensuring proper coordination, planning and communication to optimize time.
  • Prepare event and meeting briefing documents and any materials needed in advance for the Chief, the Mayor or delegates, working with appropriate parties when necessary.
  • Provide administrative support and staff meetings as required and requested by the Chief or Deputy Chief, including preparation of meeting materials, note taking and any post meeting communications.
  • Maintain inventory of office supplies and establish a clear process and calendar for ordering and evaluating need for new supplies, placing/expediting supply orders, and verifying receipt.
  • Maintain organizational filing system, electronic and physical files, including the spreadsheet/ database of HS contacts.
  • Serve as IT lead contact related to office technology, securing technical support, maintaining equipment inventories, and procuring new equipment and technology.
  • Perform general administrative duties such as answering phones, filing, processing mail, and scheduling meetings.
  • Perform other duties as required.

Minimum Entrance Qualifications:

  • Four (4) years of full-time or equivalent part-time experience working in administration, operations, and/or finance in a public agency; or some combination of education, training and experience in public or business administration, political science or a closely related field
  • Excellent computer skills with proficiency in Microsoft Excel, and database systems for communication, data gathering and reporting activities.
  • Ability to learn and adapt to various technology for expense management, project management, and accounting (such as: Microsoft Office Suite, QuickBooks)
  • Proactive with the ability to take ownership and drive activities to completion.
  • Exceptional time management skills and ability to multitask and prioritize work.
  • Strong team-player with the ability to work independently in a face paced environment.
  • Experience working with diverse constituents, teams and colleagues.
  • Strong oral and written communication skills.
  • Ability to exercise good judgment and focus on detail as required by the job.
  • Bilingualism in Spanish and/or one of the top five languages of Boston residents is a strong preference.


Criminal Offender Record Information (CORI) and Sexual Offender Record Information (SORI) checks required.




Union/Salary-Plan/Grade: Non-Union/MO-8

Hours per week: 35


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