Breif Job Description:

The Office Manager II will provide administrative support to the Executive Director of People and Culture, perform ad hoc administrative projects in support of that role, and assist the senior human resources staff handle duties in support of their various departmental functions. This includes but isn't limited to communications, personnel, and timekeeping for the Office of Human Resources (OHR) team members and overseeing front desk operations for the department.

Administrative/Supervisory

• Provide overall guidance/support for daily Office of Human Resources (OHR) operations; point of contact for the Executive Directors' schedule; handles questions, concerns, issues, and requests on the Executive Directors' behalf; use sound judgment for decision-making in the Executive Director's absence.
• Supervise one administrative staff and manage front desk activities, including interacting with constituents, job applicants, employees, and summer interns (timekeeping & all onboarding activities of 20 seasonal student interns for the Mayor’s office (including one (1) rotating, year-round position for the Mayor’s Press Office Intern).
• Oversee the processing of verifications of employment; coordinate info gathering for subpoena requests regarding legal matters and investigations as needed.
• Coordinate HR Forums, responsible for scheduling and preparing agendas, securing space and equipment, and creating meeting invite.
• Assist with electronic/mail distribution of confidential investigative reports to departments.
• Attend various HCM & FN meetings as needed.
• Facilitate needs of senior staff.

Communications

• Draft Human Resource communications, including emails & correspondence, notifications/updates, requests for HUB posting, appointment & salary increase letters; prepare reports and presentations for internal communications as needed.
• Respond to inquiries to the general OHR email inbox (ohr@boston.gov).
• Serve as Office of OHR Language & Communications Access (LCA) liaison; collaborate with vendors for communications and document translation; coordinate staff training schedule with LCA Office as needed.
• Serve as a communication link between Central Office of Human Resources (OHR) and other city-wide departmental HR units.

Personnel

• Serve as personnel officer for OHR; responsible for scheduling interviews & communication throughout hiring process, including orientation & onboarding for OHR hires & employment agreements; assist with department annual compliance, conduct annual performance evaluations for administrative staff of one; complete OHRs intent-to-retire forms; assist with reasonable accommodations; maintain HR policy binders; update OHR staff, department head (DH) and personnel officers (PO) contact lists periodically.
• Maintain accurate employee files for job histories, wage and salary administration of step raises/and or promotional increases.
• Oversee the processing of employment verifications; process and gather documents for subpoena requests regarding legal matters and investigations as needed.
• Perform duties relating to human resources, payroll, and personnel document and data management (maintain employee time and attendance calendars, maintain leave benefit balances for +/- 60 employees; prepare necessary forms for any end-of-the-year time adjustments.
• Responsible for HR department Workers’ Comp, Health Benefits and Insurance, and EAP.
• Support city wide departments with job status changes and notification, terminations, and offboarding when needed.

Timekeeping

• Provide timesheets and responsible for processing timesheets exceptions for all units within OHR (except HBI) and summer interns from the Mayor's Office and MONUM; run weekly department time summaries (DTS) and unapproved absences; process pay line adjustments as necessary; provide timesheets to WC & EAP; designated leave request approver.

Finance

• Assist with OHR budget preparation and fiscal maintenance; including purchasing (procuring supplies), AP, process employee and tuition reimbursements, oversee asset management (electronic hardware/software), maintain software/hardware inventory and office equipment maintenance.
• Performs related duties as required.

• At least four (4) years of full time, or equivalent part-time, experience in office or business administration, or office or business management. A bachelor's degree is preferred and may be substituted for two (2) years of the required experience.
• Experience working with PeopleSoft and BAIS HCM strongly preferred
• Budget Experience preferred.
• Strong verbal and written skills. Ability to establish and maintain effective working relationships with staff, employees from City departments, and union representatives.
• Proficiency in Google Suite highly preferred.
• Ability to exercise good judgment and focus on details as required by the job.
• Ability to work independently and to take on responsibility for oversight of a busy office. Ability to plan, organize, and prioritize tasks within deadlines.
• Experience in giving direction and coordinating the work of others strongly preferred.

Boston Residency Required.

Terms:

Union/SalaryPlan/Grade:MM2-8

Hours per week: 35