The Office Manager will provide administrative support to the Executive Director of People and Culture, perform ad hoc administrative projects in support of that role, and assist the senior human resources staff in support of their various departmental functions. This includes but isn't limited to communications, personnel, and timekeeping for the Office of Human Resources (OHR) team members and overseeing front desk operations for the department.

Administrative/Supervisory:

• Provide overall guidance/support for daily Office of Human Resources (OHR) operations; point of contact for the Executive Directors' schedule; handle questions, concerns, issues, and requests on the Executive Directors' behalf; use sound judgment for decision-making in the Executive Director's absence.
• Supervise one administrative staff and manage front desk activities, including interacting with constituents, job applicants, employees, and interns participating in the Summer Internship Program (SIP).
• Serve as the department’s liaison for the financial and human capital administrative systems.
• Facilitate needs of senior staff, including those from Heath Benefits (HBI), Employee Assistance Program (EAP), Workers Comp, and Employee Relations).
• Reviews documents requiring the Executive Director’s signature, including but not limited to employment agreements and disclosure forms.
• Coordinate the OHR employee acknowledgments bulletin board.
• Sorting and distribution of monthly employee MBTA passes.
• Manages and completes other administrative projects as assigned by the Executive Director.

Communications:

• Prepare reports and presentations for senior staff as needed.
• Respond to inquiries to the general OHR email inbox (ohr@boston.gov).
• Serve as Office of OHR Language & Communications Access (LCA) liaison; collaborate with vendors for communications and document translation; coordinate staff training schedule with LCA Office as needed.
• Serve as a point of contact and liaison between the Office of Human Resources (OHR) and other city-wide departmental HR units.

Personnel:

• Serve as personnel officer for all OHR units (including Heath Benefits (HBI), Employee Assistance Program (EAP), Workers Comp, and Employee Relations); responsible for scheduling interviews & communication throughout hiring process, including orientation & onboarding for OHR hires & employment agreements; assist with department annual compliance, conduct annual performance evaluations for administrative staff of one; complete OHR’s intent-to-retire forms; assist with reasonable accommodations; maintain HR policy binders; update OHR staff contact lists periodically.
• Maintain accurate employee files for job histories, wage, and salary administration of step raises/and or promotional increases.
• Perform duties relating to human resources, payroll, and personnel document and data management (maintain employee time and attendance calendars, maintain leave benefit balances for all OHR employees; prepare necessary forms for any end-of-the-year time adjustments.

Timekeeping:

• Provide timesheets and responsible for processing timesheets exceptions for all units within OHR (except HBI) and summer interns; run weekly department time summaries (DTS) and unapproved absences; process pay line adjustments as necessary; provide timesheets to WC & EAP; designated leave request approver.

Facilities:

• Point of contact for Property Management.
• Coordinate office setup and moves.
• Manage tickets to Property Management.

Finance:

• Collaborate with the OHR Finance Manager in purchasing office supplies and other OHR purchases.
• Oversee asset management (electronic hardware/software), maintain software/hardware inventory, and office equipment maintenance.
• Assist the Deputy Director of OHR and Finance Manager with the personnel information for the annual budget planning process.
• Perform related duties as required.

• At least four (4) years of full-time, or equivalent part-time, experience in office or business administration or office or business management. A bachelor's degree is preferred and may be substituted for two (2) years of the required experience.
• Experience working with PeopleSoft and BAIS HCM is strongly preferred.
• Budget Experience preferred.
• Strong verbal and written skills. Ability to establish and maintain effective working relationships with staff, employees from City departments, and union representatives.
• Proficiency in Google Suite is highly preferred.
• Ability to exercise good judgment and focus on details as required by the job.
• Ability to work independently and to take on responsibility for oversight of a busy office. Ability to plan, organize, and prioritize tasks within deadlines.
• Experience in giving direction and coordinating the work of others is strongly preferred.

This role is not eligible for a hybrid schedule and is expected in the office five (5) days a week.

BOSTON RESIDENCY REQUIRED

Terms:
Union/Salary Plan/Grade: Non-Union/MM2-8
Hours per week: 35