City of Boston

Administration and Finance Manager

Posted Date 2 weeks ago(9/12/2022 9:28 AM)
Req ID
2022-22710
Dept
Offc of Language and Communica
Position
Regular Full-Time
Location
Boston City Hall
Salary Min
68,644.64
Salary Max
99,965.79
Union
EXM
Openings
1
Contact Email
gayana.daniel@boston.gov

Overview:

Breif Job Description:

 

This position reports directly to the Executive Director.

 

 

Overview of Language and Communications Access: WHO we are

The Mayor’s Office of Language and Communications Access’ (OLCA) goal is to make the City of Boston accessible for everyone.  Everyone deserves to have meaningful access to the information and services they need. We want all City departments to be able to provide language and communication access.

 

Overview of the Administration & Finance Manager: WHO you are

The Administration & Finance Manager’s duties include the administration of the financial system for the Mayor’s Office of Language and Communications Access (OLCA), which includes monitoring all expenses and budgets; managing internal collaborations with other City Hall departments, as well as external partnerships with vendors; and, responsibility for the professional functioning of the office’s daily operations. 

 

Responsibilities:

Finances:

  • Create and submit OLCA’s annual budget, which includes submission to the OLCA Director for review.
  • Create and track all of OLCA’s Request for Proposals (RFPs), Written Quote Contracts (WQC’s), bids, and contracts.
  • Work alongside procurement and auditing to ensure OLCA is in compliance with procurement laws and regulations. 
  • Issues purchase orders for services and requisitions for goods (using BAIS Financials) including updates to vendor profiles.
  • Directly work with vendors regarding payment updates, W-4 address updates, and other essential information to ensure successful and timely payment for services.
  • Prepare OLCA’s annual year end reserve letter requests for submission to the Auditing Department. 
  • Oversee completion of OLCA’s reserve funding (as needed).
  • Oversee and maintain the operational needs of OLCA, such as purchasing of office supplies and equipment, as well as requesting repairs of equipment.
  • Prepare and submit budget modifications and transfers, as needed throughout the fiscal years.
  • Assist with departmental audits and assist OLCA Director with fund allocation to City departments.
  • Analyze data and create reports on OLCA funding usage.
  • Oversee grant funding as applicable. 
  • Work with Auditing, Procurement, and Budget departments to maintain accurate deadlines, process invoices, and manage OLCA accounts.
  • Attend auditing meetings as scheduled.

Administrative: 

  • Ensure accurate recording of timesheets and time reporting for successful completion of payroll.
  • Supervise, coach, and evaluate Finance and Data Analyst Interns.
  • Update LCA’s internal onboarding process for new hires. 
  • Oversee and handle all parts of hiring employees, interns and employment agreements within the office.
  • Support in Employees Annual Reviews.
  • Ensure LCA is in compliance with all HR guidelines and procedures.
  • Attend HR forum meetings.
  • Perform related tasks and duties as assigned.
  • Represent the department during budget hearings.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • A minimum of four (4) years of full-time, or equivalent part-time, experience in office administration, human resources or management, accounting, and financial reporting with a concentration in basic accounting and record keeping.
  • An undergraduate degree with a major in business administration, public administration, or business management may be substituted for the required experience.
  • Extreme attention to detail and ability to work independently 
  • Demonstrated communication, interpersonal, organizational, and follow up skills.
  • Working knowledge of computer based software, such as Microsoft Office Suite (Word, Excel) and Google Suite (Google Documents, Google Spreadsheets), as well as PeopleSoft, is preferred.
  • Ability to multitask and manage several projects at once.
  • Fluent in English and another spoken language (Preferred).
  • Familiar with the concept of language access.
  • Demonstrated cultural competence with diverse ethnic, cultural and socio-economic groups, multilingual populations, and persons with disabilities.
  • Ability to effectively respond to and interact with all levels of organizational staff.
  • Excellent organizational, analytical, interpersonal and written/oral communication skills.
  • Strong writing skills, including ability to prepare reports, presentations and accurate records.
  • Ability to exercise good judgment and financial stewardship, with a focus on details.

 

Boston Residency Required.

 

Terms:

Union/Salary Plan/Grade: Nonunion/MM2-7

Hours per week: 35

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