Manager of Finance & Administration

Manager Of Finance And Administration

Capital Building Projects is a newly established City department that provides high-quality professional management of municipal building renovations. The department plays a key role implementing strategic City priorities around climate change mitigation and resiliency. The department has 18 full-time employees, and a building project portfolio valued at greater than $500 million of planned and ongoing construction. The size of the staff team and the value and complexity of the project portfolio are expected to grow over time.

The Manager of Finance and Administration coordinates a variety of day-to-day office functions including payroll, bill paying, customer service, and managing schedules. The Manager of Finance and Administration also performs high-level organization and administrative duties for the Director and the senior leadership team that require confidentiality, sound decision-making and problem-solving abilities. As this is a new department, an early priority for the Manager of Finance and Administration will be supporting the establishment of a new physical office space, organizational structures, and a positive and collaborative office culture. This position reports to the Director of Capital Building Projects.

Essential Duties and Responsibilities :

• Manage personnel transactions, including weekly payroll, accruals, time off schedules, posting positions, supporting training registration and processing tuition reimbursement, and onboarding new hires.
• Manage budgets, pay invoices, and conduct other financial administration needs as assigned.
• Provide administrative support for procurements.
• Provide efficient daily administrative management for the Director and other senior leaders, including maintaining schedules, planning meetings and events, assisting in project work, managing communications, and fiscal administration.
• Employing best practices around process improvement, team management and communications.
• Work with staff to implement new systems for managing business operations (e.g., electronic processing, contract tracking).
• Support the department throughout various stages of procurement, including identifying procurement needs, writing high-quality specifications and serving as a liaison to the Purchasing department during the bid development through contract execution phases.
• With the assistance of the Director, aid in the development of the department's annual operating and capital budget submission.
• Proactively communicate relevant information to all department employees.
• Actively participate in the planning and implementation of employee recognitions and celebrations.
• Supervises the Fiscal Analyst and other administrative staff as assigned.
• Perform related duties as required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications :

5+ years of progressively responsible administrative and office management experience.

Demonstrated commitment to public service.

Successful completion of MCPPO or MCPPO-Associate level classes within twelve months of hire.

Knowledge, Skills, and Abilities :

Strong interpersonal and customer service skills.

Strong written and verbal communication skills.

Extensive experience creating and analyzing spreadsheets and databases for managing finances and budgets.

Exceptional organization skills.

Demonstrated ability to work independently and manage competing priorities in a busy work environment under tight deadlines.

Proficiency with a variety of computer software typical to professional office environment including word, excel, smart sheet, teams, and zoom.

Demonstrated experience organizing virtual meetings for internal and external stakeholders.

Demonstrates sound decision-making and problem-solving abilities.

Commitment to anti-racism, diversity, equity, and inclusion.

Preferred Qualifications :

A bachelor's degree from an accredited college or university or specialization in finance, business administration.

Proficiency with People Soft.

Experience with public procurement processes in Massachusetts.

Physical Demands :

Work requires the ability to access, input, and retrieve information from a computer. Ability to read and analyze large quantities of information. Ability to travel back and forth from office locations.

Work Environment :

Work is conducted primarily in a standard office environment which includes fluorescent lighting, air conditioning, computers, and other standard office equipment, but may also involve meetings in other offices or facilities as well as site visits and inspections of scattered site properties around the city. This position may be eligible for hybrid work under the City's new Telework Policy, depending on operational needs.

Summary Of Benefits :

Competitive health, dental, and vision insurance

Vacation and Sick leave eligible

Paid parental leave

Sick Incentive Pay Eligible

3 Personal days

14 Paid Holidays

Management Allowance, $2,700 / year

City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

Required Documents :

Resume

Cover Letter