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Boston Public Health Commission · 3 weeks ago

Deputy Director of Administration & Finance

Boston, MA

Full-time

Onsite

Lead/Staff, Director/Executive

$81K/yr - $117K/yr

4+ years exp

The Boston Public Health Commission is dedicated to creating a resilient and equitable city through the Economic Opportunity and Inclusion Cabinet. The Deputy Director of Administration and Finance will manage the operational and financial needs of the Department of Supplier Diversity, overseeing budget planning, contracts, grants management, and daily operations to support the department's strategic goals.

EducationFitnessHealth CareNon Profit

H1B Sponsor Likely

Responsibilities

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

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, etc.)

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

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

Qualification

Budget managementFinancial managementPersonnel managementMicrosoft OfficePeopleSoftProject managementCommunicationTime managementRelationship building

Required

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

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

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

Ability to maintain records and work with confidential and sensitive information according to departmental procedures

Ability to build strong relationships with key stakeholders

Ability to exercise good judgment and focus on detail as required by the job

BOSTON RESIDENCY REQUIRED

Preferred

Familiarity with local government operations and processes is strongly preferred

Knowledge of software such as PeopleSoft, Inc. applications preferred

Knowledge of various types of municipal budgetary practices, policies, and procedures preferred

Knowledge of municipal administration preferred

Demonstrated interest in public policy and working in the public sector is highly preferred

Company

Boston Public Health Commission

Boston Public Health Commission is dedicated toward improving and maintaining the health of people in the Boston area.

Founded in 1996

Boston, Massachusetts, USA

1001-5000 employees

http://www.bphc.org/Pages/default.aspx

H1B Sponsorship

Boston Public Health Commission has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

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Trends of Total Sponsorships

2025 (4)

2024 (4)

2023 (5)

2022 (1)

2021 (1)

2020 (2)