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Deputy Director of Administration
2 weeks ago
Overview : Who we are:The Economic Opportunity and Inclusion (EOI) Cabinet seeks to create a resilient, equitable, sustainable, and vibrant city by creating opportunities for all communities to build generational wealth. The Department of Supplier Diversity sits in the Economic Opportunity and Inclusion (EOI) Cabinet. It represents an integral part of the Mayor's mission to create a more economically equitable city. The Department of Supplier Diversity certifies businesses and manages programs that work to ensure small and diverse businesses have access and are better positioned to compete in City contracting. We are:Mission-driven, empowering, collaborative, supportive, and innovativeThe Deputy Director of Administration and Finance for the Office of Supplier Diversity, reporting directly to the Director or designee, will manage the operational and financial needs of the department. The Deputy Director of Administration and 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 Deputy Director of Administration and Finance will support the Director and other senior leadership to advance the department's short and long-term strategic goals. The Deputy 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 Deputy Director of Administration and Finance is also responsible for processing personnel requests (Vacation, Family Medical leave, prolonged illness medical leave, and weekly payroll processes, and oversees day-to-day office management activities (space, systems, supplies, cell phones) at department locations. Performs other duties as assigned by the Director. Responsibilities: Finance:Supports the Director and senior leadership in developing and preparing the department's annual operating budget and spending plan, including requests for new investments.Monitors the department's annual budget on a daily basis. Prepares budget modifications/transfers as required.Prepares the department's annual asset management report.Prepares the department's annual year-end reserve letter requests for submission to the Auditing Department.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.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 the department's payroll utilizing software such as PeopleSoft BAIS HCM.Processes personnel requests (vacation, family medical leave, prolonged illness medical leave, .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 accordance 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.May supervise staff of lower grades in the department.Other:Assists the Director and managers in training staff and overseeing individual work plans, performance reviews, etc.Processes grants and contracts with external vendors and businesses.Serves as the primary liaison with the Office of Administration and 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.Assists the Director with overall departmental operations and administrative responsibilities, including process workflow and evaluation, policy review and recommendations, participation in committees and groups, and other duties as requested.Performs related duties as required. Minimum Entrance Qualifications: A bachelor’s degree and at least four (4) years of full-time, or equivalent part-time, professional, administrative experience in financial, budget, or program management work.Familiarity with local government operations and processes is strongly preferred.Strong communication and presentation skills.Strong writing skills, preferably with experience writing memos 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 and problem-solve.Experience developing workflows, standard operating procedures, process management, 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 is highly preferred.Ability to exercise good judgment and focus on detail as required by the job.BOSTON RESIDENCY REQUIREDTerms:Union/Salary/Grade: Non-Union/MM2-8Hours per week: 35
