Under the leadership of the Director of the Office of Participatory Budget or their designee, the Finance & Grants Manager/Contract Manager leads, manages, and monitors the daily financial operations of the department. Prepares, develops, and keeps track of the department’s yearly budget, drafting accompanying memos for review and approval by the Director to submit to the Office of Budget and Management (OBM). The successful incumbent will Prepare and administer bids, proposals, and contracts for the Office, following the City of Boston policies, procedures, and legal requirements. Ensures that contracts and grants are administered and monitored to maintain compliance with the terms of agreements. They will provide administrative support to the Director and ensure all staff members receive the support needed to perform their job functions effectively.

Financial Management:

• Leads the day-to-day financial operations of the Office, overseeing the monthly and annual budgeting processes of the department.
• Provides direction to Office of Participatory Budgeting (OPB) staff relating to funding availability and procurement procedures. Serves as a liaison to the other City financial agencies including the Office of Budget Management, Treasury Department, and Auditing Department.
• Develops and implements a well-managed budget planning process that ensures input from and ownership of appropriate OPB team and community partners.
• Responsible for all financial reporting related to the implementation of participatory budgeting projects, working in close collaboration with finance and operations staff from partnering City departments.
• Tracks, updates, and shares accurate monthly financial reports in clear and user friendly formats with appropriate OPB staff and partnering City departments, ensuring adherence to approved project budgets.
• Prepares and ensures that all financial transactions are processed accurately, in a timely manner, and in accordance with the City of Boston’s accepted accounting policies and practices.
• Manages and processes the following areas: payroll, accounts payable, revenue and expense, reimbursements, reconciliations and allocations.
• Under guidance of the Director, plans, coordinates and facilitates an annual information session with community partners to share OPB’s approved budget for the coming fiscal year.
• Prepares and submits necessary documents ( purchase orders and requisitions) to Chief of Staff and relevant city departments for purchases of office supplies ( e.g. business cards, notepads, pens, new equipment for staff etc). 

Grants and Contract Management:

• Prepares and administers bids, proposals, and contracts for the Office, following the City of Boston policies, procedures and legal requirements.
• Ensures that contracts and grants are administered and monitored to maintain compliance with the terms of agreements.
• Develops reporting templates for contractors and grantees, keeping track of report due dates.

Scheduling & Executive Assistance Support:

• For Director speaking engagements, requests the appropriate details and conveys them to the Director and any other suitable OPB staff.
• Acts as the office liaison with City’s Operation Cabinet and oversees maintenance of office equipments.
• Participates in regular office responsibilities, including constituent services ( phone coverage, walk-ins, interpretation/translation, and email correspondence).
• Performs other administrative tasks as needed.

• Minimum of four (4) year of finance, accounting, and grant management experience, including gathering, preparing and reporting financial information to senior management.
• A bachelor's degree in a relevant field of study may be substituted for two (2) years of the required experience.
• Experience in most or all of the following areas: budget management and projection, contract management, public sector procurement/purchasing, accounts payable, accounts receivable, financial analyst and reporting, and vendor relations.
• Strong analytical skills, with the ability to analyze financial and administrative data and make informed recommendations.
• Knowledge of financial planning and analysis, procurement, government budgeting.
• Experience with compensation and benefits administration.
• Proficiency with accounting software and excellent computer skills. Microsoft Office and Google Suite.
• Ability to demonstrate vision, strategic thinking, collaboration and inclusive leadership skills, flexibility and adaptability; and a willingness to embrace and drive change.
• Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
• Exceptional verbal and written communication skills and the ability to interact effectively with internal and external stakeholders.
• Ability to take initiative and work independently and as part of a diverse team.

Boston residency required

Terms:

Union/Pay Scale/Grade: Non-Union/MM-2/8 

Hours Per Week 35