City of Boston

Principal Administrative Assistant (Procurement & Grants)

Posted Date 5 months ago(1/6/2023 8:56 AM)
Req ID
Boston Fire Department
Regular Full-Time
Salary Min
Salary Max
Posting End Date
Contact Email


Brief Job Description (essential functions of the job):


Under the general supervision of the Deputy Commissioner for Administration and Finance, or his/her designee, the Procurement and Grants Manager is responsible for the procurement functions and grant administration functions of the Boston Fire Department, and performs all duties related to procurement and grant administration and other duties as required.


  • Oversees the procurement function for all Fire Department units and appropriate outside entities as necessary. 
  • Responsible for being the primary contact into City Purchasing for the department, including supplying of specifications, assistance in the bidding/RFP process as requested and assistance in contract execution. 
  • Develops supplier management strategies and transitions in key product and service areas and works with City Purchasing to ensure their execution as appropriate.  
  • Adheres to all procurement laws including 30B and Chapter 149.  
  • Works with all staff to develop specifications for supplies, equipment and service contracts.  
  • Responsible for the development and monitoring of supplier performance measures.  
  • Develops and implements procedures to promote efficiency and improved performance, including cost control programs.


Responsibilities as to Grant Administration:


  • Oversees the Fire Department current prospective enterprise activities and grant opportunities; responsible for the overall management and oversight of departmental grants to ensure project success and compliance. 
  • Coordinates all grant applications with the City’s grant management department and adheres to City Council policy for “accept and expend” awards.  
  • Sets up grants and their respective account line item budgets.  
  • Tracks and monitors all grant expenditures and coordinates with the Budget office for expenditure transfers for financial tracking purposes and alters budgets as necessary.  
  • Monitors and adheres to timelines and deadlines for grant delivery, completion and reporting, including coordination with partner agencies for the purposes of grant compliance. 
  • Provide technical assistance to grant requesters elsewhere in the department. 
  • Evaluates procurement and grants business practices and recommends appropriate IT solutions or other practice of modifications as necessary. Maintains relationships with grantors and potential grantors. 
  • Prepares financial and management reports in the procurement, grant and other related duties.
  • Supervises procurement or grant administration staff.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • Applicant must have a minimum of four (4) years of full time or equivalent part-time or progressive experience in financial analysis, budgeting, and/or accounting is required. 
  • Bachelor's degree from an accredited college or university is preferred and may be substituted for two- (2) years' experience. 
  • Demonstrated and proven organizational skills for compliance and reporting purposes.
  • A broad knowledge of procurement, supplier management, and contract/grant administration is required.
  • Past experience with procurement laws, e.g., MGL chapter 30B and MGL chapter 149 preferred.
  • Past experience with grant management preferred.
  • Ability to define or recommend procurement and supplier management strategies and recommend solutions.  
  • Demonstrated financial analysis skills in business setting using PC-based software packages (e.g. Excel, MS Word, Access, etc.) or other appropriate technology. 
  • Prior experience with an integrated financial management system (e.g., PeopleSoft, Oracle, etc.) preferred. 
  • Proven communication skills, both oral and written, including e-mail. 
  • Proven ability to assume responsibility and to carry out assignments independently. 
  • A basic understanding of public safety and governmental operation is preferred. 
  • Ability to exercise good judgment and focus on detail as required by the job.





Union/Salary Plan/Grade: SENA/MM1-8

Hours per week: 35


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