City of Boston

Prin Admin Asst

Posted Date 2 weeks ago(9/12/2022 11:04 AM)
Req ID
Boston Fire Department
Regular Full-Time
BFD-Fire Prevention Civilian
Salary Min
Salary Max
Posting End Date
Contact Email


Brief Job Description: (essential function of this position)


Under the direction of the Fire Marshall will manage the day to day administrative and financial operations of the Fire Prevention Division including but not limited to Billing/Accounts Receivable functions, Office Management/Budget functions, Supervision of up to 20 employees and related duties as required.


  • Oversight of the administrative office and operations of the Fire Prevention Division.
  • Supervision of Administrative Staff including but not limited to performance of daily duties and functions, attendance, oversight of the timely processing of all permits, inspections and violations of the division and the staff who perform the processing. 
  • Contributes to the development and implementation of all related business processes and policies whether internal or external, equipment, office space, monthly reporting, revenue collection and reporting, maintaining the staffing capacity to do so, and training of staff.
  • Contributes to the preparation and expenditure of the Division’s Budget which also includes the Fire Investigations Unit (FIU) and the Division’s Revenue Budget through General Ledger Reporting. This includes all billing, revenue, permit closeouts and purchases for goods and services to maintain the division whether from the General Fund or funded externally.
  • Contributes to the development and implementation of all electronic processing systems for the Division in the roles of Subject Matter Expert and/or Project Manager for the Division during implementation and development to include but not limited to Infor, iNovah, Invoice Cloud, PeopleSoft Billing/Accounts Receivable, the Paid Detail Software, the Division’s Web Pages, Infor Inspector as well as any future systems.
  • Serves as Division Liaison for administrative system related issues.
  • Serves as Division Liaison for all administrative issues including but not limited to Property Management, Information Technology (IT), Treasury and the Office of Budget Management (OBM) Revenue Unit.
  • Oversight of the electronic systems for all renewable permit billing and inspections
  • Perform related duties as assigned.



Minimum Entrance Qualifications:

  • Five (5) years of full time or equivalent part-time, paid experience in the field of professional administrative office work, professional financial experience in public or business administration, including at least three (3) years professional supervisory experience.
  • Must have proven ability to properly manage experienced staff including but not limited to job performance coaching and evaluation, staffing, disciplinary matters, team building and conflict resolution.
  • Excellent interpersonal skills using tact, patience, professionalism and courtesy.
  • Must have good oral and written communication skills.
  • Ability to assign tasks, advise subordinates and to follow up on assigned tasks to ensure quality of work and completeness of tasks
  • Ability to communicate clearly and concisely, both orally and in writing; plan, direct and coordinate the maintenance activities for departmental buildings
  • Keep accurate records and prepare reports and prepare reports; establish and maintain cooperative relationships with this contacted in the course of work; supervise, train and evaluate assigned staff, including performance reviews.
  • Demonstrated flexibility and adaptability. 
  • Proficient in PeopleSoft, Microsoft Office, Word, Excel, Internet and Asset Management Systems.
  • Must have a valid Massachusetts driver’s license.
  • Ability to exercise good judgement and focus on detail as required by the job.



  • Bachelor’s Degree in Business Management or related field and may be substituted for two (2) years of required experience.
  • Public sector experience desirable. 



Pre – employment drug test required.

Boston Residency is required upon hire.

Union/Salary Plan/Grade: SENA/MM-8

Hours Per Week: 35


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