The Director of Administration & Finance for the Worker Empowerment Cabinet, reporting directly to the Chief of Worker Empowerment, will manage the operational and financial needs of the department. The Director of Administration & Finance will oversee the annual budget planning process, contracts and grants management, daily operations, and financial management of the department. This position will serve as a core leadership role in the department and support the success of colleagues by building and advancing inclusive management and internal operations systems. The Director of Administration and Finance will work in partnership with the Chief and Deputy Chiefs of Worker Empowerment to support and advance the Cabinet’s short and long-term strategic goals. The Director of Administration and Finance maintains and processes all financial-related issues including new vendor requests, vendor invoices, budget line transfers, inter-departmental chargebacks, written quote contracts (WQCs), vendor contracts, and purchase orders. The Director of Administration and Finance is also responsible for processing personnel requests (Vacation, Family Medical leave, prolonged illness medical leave, etc.) and weekly payroll processes. Performs other duties as assigned by the Chief. 

Finance:

• Support the Chief and Deputy Chiefs in developing and preparing the Cabinet’s annual operating budget and spending plan, including requests for new investments.
• Monitors the department's annual budget daily. Prepares budget modifications/transfers as required. Coordinates financial activities for the Office of Workforce Development, Center for Working Families, Office of Youth Employment and Opportunities and the Office of Labor Compliance & Worker Protection in conjunction with BPDA staff.
• Prepares the Cabinet's annual asset management report.
• Prepares the Cabinet's annual year-end reserve letter requests for submission to the Auditing Department.
• Prepare grant reports for various federal, state and private funding sources.
• Generate periodic expenditure reports to submit to funders, maintain a schedule of important deadlines; ensuring accurate receipts and files.
• Oversees the fiscal management of department resources; develops and maintains policies and procedures related to internal operations.
• Issues purchase orders for services and requisitions for goods (using software such as BAIS Financials) including updates to vendor profiles; prepares written quote contracts as required; prepares annual contracts as required.
• Oversee sub-recipient/subcontractor fiscal compliance monitoring.
• Manage all office workspace needs and ensure that staff have the necessary physical and virtual infrastructure to excel in their positions.

Human Resources:

• Processes timesheets and prepares payroll utilizing software such as PeopleSoft BAIS HCM.
• Process personnel requests (vacation, family medical leave, prolonged illness medical leave, etc.).
• Provides personnel support services to department staff including a wide range of duties necessary to the maintenance and processing of personnel records and reports, including but not limited to, preparing disciplinary notices, suspensions, terminations, and correspondence in conformity with department rules and regulations. Maintains high standards of confidentiality of all employee records and information.
• Prepares job requisitions including job postings. Schedules applicant interviews with managers.
• Processes personnel transactions such as hires, promotions, transfers, and new appointments using software such as ICIMS. Responsible for onboarding new employees including preparing new employee folders and ensuring necessary forms and documentation including signatures and identification documents are filed.
• Distributes OHR updates to staff; answers questions and interprets personnel policy and procedures in response to inquiries by managers and staff.
• Schedules meetings and hearings as directed and keeps track of dates, times, and locations of personnel meeting information.
• Supervises staff of lower grades in the department.
• Performs related work as required.

Policy, Programs, and Strategy:

• Assists the Chief with overall Cabinet operations and administrative responsibilities including process workflow and evaluation, policy review and recommendations, participation in committees and groups, and other duties as requested.
• Provide guidance and support to staff on how to access, develop, and utilize available database tools and systems.
• Assist the Chief and Deputy Chiefs in training staff and overseeing individual work plans, performance reviews, etc.
• Process grants and contracts with external vendors and businesses.
• Serve as the primary liaison with the Office of Administration & Finance, Mayor’s Office of Economic Opportunity and Inclusion, and other heads of administration and finance across the City of Boston on matters related to department operations, human resources, and finance and budgeting.

• A bachelor’s degree and at least four (4) years of full-time, or equivalent part-time, professional, human resources, financial, budget, or program management work, and may be substituted for two (2) years of the required experience.
• At least two (2) years of supervisory exerience. 
• Familiarity with local government operations, Uniform Guidance (2 CFR Part 200, Uniform Administrative Requirements, Cost principals, and Audit requirements) and processes is strongly preferred.
• Strong communication and presentation skills.
• Strong writing skills, preferably experience writing memos, policy briefs, and reports.
• Proficiency in using Microsoft Office and Google Suite.
• Proficiency in scheduling and running virtual meetings on Zoom and/or Google Hangouts.
• Knowledge of software such as PeopleSoft, Inc. applications preferred.
• Ability to plan, prioritize and delegate tasks, and to engage staff members to accomplish assigned work objectives; problem-solve, build consensus, resolve conflict, and cultivate successful teams.
• Experience developing workflows, standard operating procedures, process management, and systems development for tracking and monitoring; well-organized, strong time management skills, experienced in strategic planning and project management.
• Knowledge of various types of municipal budgetary practices, policies, and procedures preferred. Knowledge of municipal administration preferred.
• Ability to maintain records and work with confidential and sensitive information according to departmental procedures.
• Ability to build strong relationships with key stakeholders.
• Demonstrated interest in public policy and working in the public sector highly preferred.
• Ability to exercise good judgment and focus on detail as required by the job.

Boston Residency Required

Terms:

Union/Salary Plan/Pay Grade:  Non-union/MM2- 11

Hours per week: 35