Fiscal Manager, Office of Public Health Preparedness

City of Boston Residency Required

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

OPHP is seeking an organized, detail-oriented, and motivated Finance Manager to help support the team and lead the completion of financial tasks that keep the office running. The Finance Manager provides strategic management of the financial functions of OPHP and reports to the Director. The successful candidate will be a hands-on and participative manager, who will lead and develop OPHP's Finance functions to support the following areas:

Financial Management

• Analyze and produce financial reports in an accurate and timely manner as required by BPHC and OPHP funders, including billing and expense reports
• Assist in creating and maintaining all program financial records related to: budgeting; purchasing; payroll; billing; personnel transactions; grants and contracts; and grant and contract applications
• Review program budget and expenditures regularly; provides budget reports/encumbrance reports to program staff regarding budgeted versus actual expenditures
• Report fiscal, grant, budget, or personnel issues/discrepancies immediately to supervisor
• Monitor OPHP purchasing including the development of Requests for Proposals (RFPs)
• Create and monitor contracts through the procurement process; ensure procurement and contract policies are followed
• Assist OPHP staff with identification and solicitation of Equitable Procurement vendors for goods and service contracts
• Ensure that OPHP purchasing follows BPHC and funder administrative processes
• Administer and review all financial plans and budgets; and monitor progress and changes.
• Work closely with the Director to implement processes to maximize the use of the budget to support office priorities
• Complete new project setup and budget forms to submit for project setup for new grants and income accounts
• Oversee and lead annual budgeting and planning process in conjunction with the Director, OPHP staff and BPHC finance offices
• Work transparently with all OPHP funders to ensure compliance with funding requirements; and update and implement all necessary OPHP policies and accounting practices to ensure coordination with BPHC and funder requirements
• Work closely with all external partners including vendors and consultants
• Oversee all financial, project/program and grants accounting in collaboration with BPHC Grants and Finance Offices and OPHP funders
• Function as liaison for OPHP staff to ensure all processes are performed according to Boston Public Health Commission (BPHC) policies and procedures
• Works in a confidential capacity with the supervisor; meets regularly with supervisor regarding all aspects of assigned operations, including matters pertaining to program staff and other confidential matters
• Performs other duties as assigned

Administration

• Assist OPHP administrative staff with overall day-to-day office operations and organization, include systems for tracking OPHP inventory
• Interact with all team members and external partners on a variety of critical tasks, requiring a high level of reliability and professionalism
• Establish and manage a program to regularly educate employees about relevant BPHC and OPHP financial policies and procedures
• Maintain and create appropriate financial procedures manuals
• Represent OPHP at meetings, conferences and other events as needed

Response & Recovery Operations

• Serve as a 24/7 Duty Officer for the Medical Intelligence Center (MIC), after required training and onboarding Staff the MIC during emergency activations as required and assigned
• Participates in trainings and other educational opportunities to enhance knowledge of emergency preparedness, response, and recovery field
• Perform other duties to support OPHP operations as required

Core competencies include the ability to: describe the agency role and follow the chain of command in emergency response; demonstrate role in regular drills; adapt to and support rapidly changing and evolving emergencies; and recognize deviations from the norm that might indicate an emergency and take/facilitate appropriate action(s) such as communicating clearly within the chain of command.

Works in a confidential capacity with the Director and meets regularly regarding all aspects of program operations, including but not limited to matters pertaining to program staff and other confidential matters. Operates independently. Uses independent judgment and discretion to make decisions affecting the program and staff as it relates to program operations/services and BPHC policy. Promotes OPHP's mission and vision while upholding its six core values.

Minimum Qualifications

• GED or High School Diploma and at least 6 years of relevant experience; or a BA/BS and at least 3 years of relevant experience; or a Master's degree in a related discipline with one year of related work experience handling accounts payable, budgeting, third party billing, grants, procurement, and contracts. Prior experience working with city/municipal, state, and federal agencies a plus. Prior experience in public health, or a related field a plus
• Experience with developing budgets, grant accounting, executing contracts, and purchasing is required. Knowledge of procurement best practices, including equitable procurement required
• Excellent relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders is essential
• Ability to work effectively as an individual and as a member of a team
• Ability to establish and maintain professional working relationships with others required
• Must be process and detail-oriented with the ability to analyze and make corrections/improvements in financial processes Ability to take initiative required
• Ability to multi-task required
• Ability to write clear, concise reports, and to follow and to give clear written and oral instructions is required. Excellent written and verbal communication skills are essential
• Exceptional organizational skills are required.
• Ability to meet deadlines and manage multiple projects under stressful conditions is required.
• Advanced knowledge & experience with MSOffice, MS Word, MS Excel, and PowerPoint required.
• Ability to exercise tact and sound judgment required.
• Personal qualities of integrity, accountability, and commitment to the mission of OPHP is essential. Previous experience with work planning a plus.
• Experience in emergency preparedness is a plus.
• Familiarity with and knowledge of local community agencies, public sector work, and working with state and federal agencies is a plus.

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

35 hours. Duties will require working some holidays, evenings, nights, or weekends. Must carry a department issued cell phone and be available for emergencies.

Grant Funding Information

This position is partially dependent on grants / external funding sources.

Pay Range

$70,000 - $75,000 Annually