Under the supervision of the Treasurer (First Assistant Collector Treasurer), the Office Manager oversees the Treasury Department’s personnel, payroll, and office operations. The Office Manager is a key leadership position responsible for supporting the Treasurer and executive team by overseeing strategic initiatives, streamlining operations, managing cross-functional projects, and ensuring that organizational goals are being met. This individual plays a crucial role in managing the internal workings of the organization, banking relationships, facilitating communication, and driving strategic decisions.

Labor Relations & Human Resources:

• Act as a liaison for the City's Office of Human Resources, Office of Labor Relations, and Law Department on employment and related matters. Will represent the department in labor relations, including grievance procedures, dispute resolution, and union-management affairs.
• Address workplace conflicts, handle employee grievances, and ensure compliance with department policies. Answer and resolve employee inquiries related to employment benefits, leave balances, and payroll. Manage various employee benefits processes such as vacation, sick leave buyback, FMLA, and retirement processing.
• Advise on HR policies, including ADA, FMLA, residency, attendance, and harassment, and assist with impact bargaining, progressive discipline, and grievance processes. Provide guidance on performance evaluations, feedback, and the hiring process (job postings, resume screening, interviews).
• Maintain personnel files; review and create /upgrade job descriptions to reflect needs.
• Process salary adjustments, promotions, staff compensations, promotions, terminations, retirement documentation, and manage onboarding for new hires.
• Maintain staff calendars, weekly timesheets, and other staffing matters as directed.

Administrative & Managerial Oversight:

• Oversee day-to-day operations of the department, ensuring smooth functioning and managing administrative tasks.
• Work closely with the Treasurer and Deputy Treasurer. Serve as gatekeeper, filtering requests and ensuring that the Treasurer's time is used efficiently; prioritize tasks and focus on the most important matters.
• Manage the Office Assistant and help manage specific sections within the department as needed.
• Coordinate senior management's schedules and meetings and assist with administrative projects.
• Keep staff informed of meetings, announcements, and departmental updates.
• Maintain effective communication between departments, act as liaison with external partners and banking relationships, and manage department contracts as needed.
• Establish and maintain standard operating procedures for the department.
• Manage office procurements, inventory management of office equipment, contracting, and departmental invoicing.
• Maintain departmental contact list and update as appropriate and other office management matters as directed.

Project & Operations Management:

• Assist senior management with office projects and take appropriate actions to address departmental needs.
• Anticipate departmental requirements and coordinate operations efficiently to improve workflow.
• Supervise special projects as assigned by the Treasurer, including reviewing and improving department processes and operational effectiveness.
• Maintain records of office memoranda and documentation, ensuring proper actions are taken, including archiving.
• Help streamline decision-making by gathering data and making sure that the decision-making process is efficient. 
• Attend high-level meetings with the department head to ensure alignment on organizational goals, facilitate communication across departments, and provide strategic guidance to support decision-making and project implementation.
• Track project lifecycle and maintain organizational structures in coordination with the Treasurer and other operational management as directed. 

Compliance & Reporting:

• Create, review, and update policies, ensuring that compliance initiatives are aligned with the broader organizational goals.
• Serve as the Keeper of Records for personnel files and office documents and maintain compliance with applicable legal standards.
• Ensure that all regulatory requirements are met, potential risks are identified and mitigated, and compliance practices are consistently integrated across the department.

• At least four (4) years of full-time paid professional experience in Human Resources or office management.
• Two (2) years of supervisory or management experience (preferred).
• Familiarity with organizational Human Resources practices and City policies. Experience working in a union environment is a plus.
• A Bachelor’s degree in a related field is preferred and may be substituted for two (2) years of the required experience. Master’s degree is a plus. 
• Strong leadership skills with the ability to manage and motivate teams and work collaboratively with senior leaders.
• Exceptional communication skills, both written and verbal, with the ability to effectively communicate with internal and external stakeholders.
• Strategic thinking with an ability to execute high-level initiatives and prioritize tasks effectively.
• Project management skills, including experience with managing large projects and ensuring timely delivery.
• Strong organizational skills with attention to detail and the ability to handle multiple tasks and priorities simultaneously.
• Problem-solving skills and ability to handle complex issues under pressure.
• Proficiency in Microsoft Office Suite, Google Workspace, and Adobe.
• Strong interpersonal skills, with the ability to build relationships and resolve conflicts effectively.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Bilingual skills are a plus.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/MM2-8

Hours per week: 35