Director of Administration and Finance

Under the supervision of the Deputy Director the Director of Administration & Finance is a key leadership position in ensuring the smooth and efficient day-to-day operations of OPAT and oversees all daily administrative and financial operations.

The Director of Administration & Finances primary responsibilities include all matters related to human resources purchasing and the budget as well as managing the physical space. This position requires a high level of professionalism diplomacy patience and confidentiality as well as the ability to handle multiple tasks at once with flexibility and agility. Tasks may include ad hoc administrative projects such as communications personnel and collaboration with interdepartmental units within City Hall and beyond.

The successful candidate must consistently communicate effectively and both orally and in writing with all constituencies and collaborate effectively with colleagues across all areas of the City. The Director of Administration & Finance must be a trusted partner maintaining confidentiality around highly sensitive information and always exhibiting the highest levels of integrity.

Financial Management

• Support OPAT in maintaining a mission-driven and balanced budget.
• Develop and implement a well-managed and equitable budget planning process.
• Maintains strong communication with the Office of Budget Management (OBM) analysts to ensure shared knowledge of policy or budgetary changes and address fiscal challenges as may arise.
• Track update and share accurate monthly financial reports in clear and user-friendly formats to make sure team members adhere to the approved budget and deliver OPAT program goals.
• Prepares and completes audits to ensure all financial transactions for OPAT are processed accurately in a timely manner and in accordance with the City of Bostons policies and practices.
• Responsible for entry and oversight of all OPATs BAIS Financial transactions. Reviews and approves budget amendment requests budget requisitions purchase orders and non-orders.
• Travel approvals parking and other accommodations
• Manages and prepares payroll as required.
• Responsible for drafting and monitoring User Agreements and Memorandum of Agreements (MOAs) with third-party agencies and city departments regarding reimbursement of services. Monitors payroll and expenses associated with these agreements.
• Reviews and analyzes a variety of financial and operational information (e.g. revenues expenditures cash management cost projections work orders staffing trends etc.) for the purpose of providing direction and support making recommendations maximizing use of funds and ensuring overall operations are efficient and within budget. Provides financial guidance training and technical assistance to all OPAT staff.

Human Resources & Administration:

• Responsible for the human resources function for OPAT responsible for managing payroll attendance leave and personnel records and overseeing and managing the HR functions and processes.
• Lead employee relations functions including overseeing professional development and ensuring compliance with City policies and deadlines.
• Manages day-to-day operations of OPAT up to and including conducting regular scheduled office-wide meetings setting office-wide and individual goals with staff.
• Oversee office workspace needs to ensure that staff have the necessary resources to fully perform the functions of their roles including office supply inventory management.
• Manages PeopleSoft BAIS HCM operations and personnel record-keeping.
• Cultivate additional professional and technical knowledge by attending HR educational workshops.
• Works with the executive team to establish annual quarterly and monthly strategic priorities and facilitates workflows and advances them.
• Manage hiring process by working closely with the Office of Human Resources Talent Acquisition and Classification & Compensation teams to prepare job requisitions oversee the hiring selection process and onboarding new hires process salary adjustments promotions staff compensations terminations retirement documentation etc.
• Advise on HR policies including ADA FMLA residency attendance and harassment and assist with impact bargaining progressive discipline and grievance process. Provide guidance on performance evaluations feedback and the hiring process.
• Ensure legal compliance by monitoring and implementing applicable federal state and city human resource policies.
• Cultivate additional professional and technical knowledge by attending HR educational workshops.
• Oversee OPATs administrative team.
• Serve as liaison with Human Resources Budget Auditing and Procurement to ensure workflow completion.
• Develop procedures for reception use of common spaces and equipment assignment of workspaces and other office/departmental matters.
• Maintain staff calendars weekly timesheets and other staffing matters as directed.
• Performs related work as required.

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.
• Serve as primary manager of public records requests (PRR) and facilitate collaboration with interdepartmental staff as well as colleagues across the City in preparing reviewing and providing timely response to requests.

Project and Operations Management:

• Assist senior management with office projects and take appropriate actions to address departmental needs.
• Supervise special projects as assigned by reviewing and improving Department processes and operational effectiveness.
• Help streamline decision-making by gathering data and making sure that the decision-making process is efficient.
• Maintain records of office memoranda and documentation ensuring proper actions are taken including archiving.
• Attend high-level meetings with the Department Head to ensure alignment with agency goals facilitate communications across departments and provide strategic guidance to support decision-making and project implementation.
• Track project lifecycle and maintain organizational structure in coordination with senior management.

• At least six (6) years of relevant experience; two (2) years of which shall have been in a supervisory capacity. Bachelors Degree from an accredited college or university preferred and may be substituted for two (2) years of required experience.
• Strong interpersonal skills and a willingness to work as part of a team.
• Exceptional oral and written communication skills.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Operate with flexibility and the ability to work long hours.
• Prior experience working under pressure and in high-stress situations.
• Familiarity with state and local government operations and processes.
• Strong customer service skills.
• Strong time-management skills to handle multiple tasks according to stated timelines in a busy office. Multitask establish priorities and meet deadlines.
• Ability to think strategically and proactively.
• Demonstrate strong organizational skills and attention to detail.
• Experience with Microsoft Word Excel and PowerPoint as well as the Google Suite is preferred.
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/MM2-9

Hours per week: 35