City of Boston

Contracts and Grants Finance Manager

Req ID
Environment Department
Regular Full-Time
Environment Department
Salary Min
Salary Max
Posting End Date
Contact Email


Brief Job Description (essential functions of the job):


The Contracts and Grants/Finance Manager has responsibility for the administrative management of grants and contracts of the Environment Department. This includes assistance to program staff in the development of grant applications and RFPs, oversight of selection and contracting processes, and management of financial flows. The Contracts and Grants/Finance Manager also assists in budget preparation, requisitions, HR processes, and general office management. This position reports to the Director of Office Administration and Finance.


  • Manages contract work and administers contracts for the environment department.
  • Processes AP check request for vendors and non-vendors (staff) and all incoming checks using iNovah financial cash machine (system).
  • Set up accounts within the City of Boston for Contracts under external grants.
  • Monitors all grant revenues and expenditures.
  • Creates requisitions and purchase orders for goods and services and pays invoices for grant and general fund needs.
  • Maintains contract fiscal reporting and payment process for accuracy and appropriateness, including quarterly audit reports to ensure compliance with funding requirements.
  • Maintains accounting of all departmental funds for grants and revolving accounts.
  • Assists with budget preparation and maintenance of budgetary ledgers.
  • Coordinates with other departments/agencies using grant funding for projects.
  • Assists staff with completing grant applications.
  • Assists with Capital Projects and monitors contract workflow.
  • Monitor all contracts and grants deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.
  • Manage RFP, create job bid events and Contracts for the department. Process all incoming checks for the department.
  • Create and track project events for grants to submit KK01 and KK02 for approval. 
  • Work closely with legal, Audit (AP & Grants Team), Procurement and all relevant involved teams to ensure contracts and grants are in compliance. 
  • Work directly with vendors to ensure prompt payment with the Treasury Department.
  • Assist in preparation of Budget & Financial Report with PeopleSoft – BAIS FN as requested by OBM and the commissioner.
  • Prepare informational analyses on current processes, actual performance versus budget and prior year data for special revolving accounts. 
  • Monitor, analyze, and follow-up with Managers/Team Leads on Intent to Apply notices. Address any items that are critical to compliance before proposal (Job Bid Events) is submitted.
  • Serve as the liaison with Managers/Team Leads, staff, and other COB offices to obtain necessary internal approval before proposals (Job Bid Events) are approved for contract.
  • Assist Managers/Team Leads in all aspects of proposal development: proposal guidelines prepare budgets and budget justifications and review proposals for compliance. 
  • Keep all proposal files, database and compliance records current.
  • Address post-award issues, including requests to re-budget or to obtain no cost extensions, which may require follow up with funding agency.
  • Work with Team leads/Managers/Staff to ensure that renewals and continuation proposals are prepared and submitted on time. Prepare and submit requests for supplemental funding. 
  • Prepare and post journal entries, including but not limited to, deferred grant process, labor redistributions, expenditure allocations, indirect costs, reclassifications, cost transfers, corrections for mispostings.
  • Performs related duties as required.

Minimum Entrance Qualifications:

  • At least four (4) years of full-time, or equivalent part-time, administrative experience in accounting or financial reporting of which two (2) years have concentrated in basic accounting and record keeping, office management & practices and procedures.
  • An undergraduate degree with a major in business administration, public administration or business management may be substituted for two (2) years of experience.
  • Strong knowledge of grant-making processes from application to final reporting and contract management.
  • Strong knowledge of documents and spreadsheet software strongly preferred.
  • Ability to multitask and work in a fast paced environment.
  • Experience in PeopleSoft/BAIS Financials is a plus.
  • Ability to exercise good judgement and focus on detail as required by the job.
  • Proficient in Microsoft Office, PeopleSoft and Hyperion, preferably.
  • Knowledge of Federal Contracting, Negotiation and Chapter 30B Procurement.

Boston residency required



Union/Salary Plan/Grade: MO-9

Hours Per Week: 35


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