The Mayor’s Office for Immigrant Advancement (MOIA) works to strengthen the ability of immigrants and Boston’s diverse cultural and linguistic communities to fully participate in the economic, civic, social, and cultural life of Boston.

The Senior Administration & Finance Manager has responsibility for the administrative management of grants and contracts of MOIA. 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 Senior Administration & Finance Manager also assists in budget preparation, requisitions, HR processes, and general office management. This position reports to the Executive Director of MOIA.

Reporting to the Executive Director:

• Manages contract work and administers contracts for the MOIA department.
• 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.
• Monitors all contracts and grants deadlines and conditions to ensure timelines are kept, and all relevant payments or requirements are met.
• Manages RFP, creates job bid events and contracts for the department. Processes all incoming checks for the department.
• Works 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.
• Assists in the preparation of the Budget & Financial Report with PeopleSoft – BAIS FN as requested by OBM and the commissioner.
• Prepares informational analyses on current processes, actual performance versus budget, and prior year data for special revolving accounts.
• Monitors, analyzes, and follow ups with Managers/Team Leads on Intent to Apply notices. Addresses any items that are critical to compliance before a proposal (Job Bid Events) is submitted.
• Prepares and posts journal entries, including but not limited to deferred grant process, labor redistributions, expenditure allocations, indirect costs, reclassifications, cost transfers, and corrections for mispostings.
• Working with the Director, gathering the data and staff engagement- Develops and implements a well-managed budget planning process that ensures input from and ownership of appropriate MOIA team members and community partners.
• Tracks, updates, and shares accurate monthly financial reports in clear and user friendly formats with appropriate MOIA team members to make sure team members adhere to approved budget and deliver on promised programs and activities.
• Develops and prepares the department’s annual budget performance measures for Executive Director, Chief of Staff and MOIA team’s input and review and facilitates all related meetings with OBM.
• Prepares and manages all consultant and event services contracts to ensure compliance with the Mayor’s Equity Executive Order.
• Prepares and issues timely, accurate, and complete financial reports/budget memos outside of the budget process for review and approval by the Executive Director.
• Prepares, completes, and ensures 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.
• Tracks and processes external grants acceptance, sponsorship pledges and reporting in conjunction with the City’s OBM, Auditing and Treasury Department.
• Develops and manages robust staff recruitment and interviewing program: drafts job descriptions in compliance with the City’s requirements for the Chief of Staff’s review and approval; submits job descriptions to relevant City departments for review and approval (e.g. HR, OBM, Auditing); posts approved job openings in the City’s career portal (iCIMS; website); collects and screens resumes for the Chief of Staff’s review; develops template interview questions to share with MOIA staff; schedules interview preparation sessions with relevant MOIA staff; schedules all interviews with candidates; and responds to applicants’ inquiries (e.g. application status, timeline, etc.).
• Performs related duties as required.

• Minimum of four (4) years of finance and accounting experience, including gathering, preparing, and reporting financial information to senior management. A Bachelor's degree in Finance, Accounting, Business Management, HR Management, etc. is preferred and may substitute for two (2) years of required experience.
• Minimum of three (3) years of executive assistant and/or administrative support experience
• Experience with human resources management preferred.
• Experience with fund/grants accounting preferred.
• Exceptional verbal and written communication skills and the ability to interact effectively with internal and external stakeholders.
• Detailed-oriented and well-organized.
• Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
• Ability to take initiative and work independently and as part of a team.
• Proficiency with accounting software and excellent computer skills.
• Computer knowledge requirements such as working knowledge of Microsoft Office and Google Suite are preferred.
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary/Grade: Non-Union/MO-10

Hours: 35 per week