Deputy Commissioner for Administration and Finance

Overview

The Deputy Commissioner for Administration and Finance is responsible for administering the business, financial, and grant management affairs of the Boston Fire Department (BFD) in such a way to provide the best possible services with the financial resources available. Responsible for all financial aspects of the BFD. Performs management oversight of financial operations such as budget, payroll, accounting, accounts payable/accounts receivable, procurement, grants administration, state and federal reporting on fire statistics and financial data. Oversees demographic projections including staffing forecasts. Ensures compliance with all city, state, and federal regulations and audit requirements. Formulates comprehensive short- and long-range capital and operating budget plans and organizes and directs all programs, budgets and activities within the department. Provides technical consultation to the Fire Commissioner/Chief of Department. Acts as the BFD's finance liaison to all City departments.

The incumbent will also oversee and ensure the efficient and effective use of specifications for new fire house buildings and renovations and specifications and contracting for all fire apparatus, including special operations vehicles and other specialized vehicles for Fire. The Deputy Commissioner is a key member of the Fire Commissioner/Chief's central administrative team.

Responsibilities

The incumbent in this position is appointed by, and serves at the pleasure of, the Commissioner and Chief of the Fire Department.

Supervision:

• Performs varied and highly complex administrative and technical work requiring the exercise of significant leadership, independent judgment, and initiative in the planning, management, and execution of department services to meet the BFD's financial needs.
• Planning and coordination regularly require responsibility for multiple, concurrent major projects.
• Develops and plans budgets, plans, and projections that affect a wide range of people; manages total operating budgets in excess of $280 M; capital projects in excess of $40 M; and grant management in excess of $15 M per year.

Supervision Scope:

• Has supervisory responsibility for approximately fifteen (15) full-time employees, with five (5) reporting directly, who work in the following areas: budget, finance, payroll, procurement, grant management, and Paid Details.
• Provides administrative guidance and supervision directly and through department managers.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Managers and directs all financial activities related to the daily business operations of the BFD.

• Develops and implements all fiscal policies and procedures for the BFD to ensure that all procurements, payroll, grants, and fiscal obligations are met and conducted in accordance with federal, state, and local laws.

• Ensures the proper record management and maintenance of financial records, oversees all financial payments, controls expenditures of all fire department funds, and audits financial records and transactions.

• Oversees in a participatory manner duties and responsibilities which include, but are not limited to: accounts payable/receivable; budgetary development, grant management, monitoring and analysis; payroll; purchasing and financial reporting.

• Develops and implements financial and capital plans of action that assure compliance with BFD regulations and procedures, as well as state and federal laws.

• Working closely with the Commissioner/Chief of Department and the Office of Budget Management, develops the annual comprehensive BFD budget, including fund allocation, revenue collection, budget projection, expenditures, etc.

• Develops the capital budget.

• Monitors budget requests; reviews payment documents for accuracy and funding in accordance with approved budgets; analyzes financial and accounting reports for problems and advises supervisors and/or provides resolution.

• Anticipates the need for budget transfers as part of the budget monitoring process and begins the process for budget transfer requests.

• Coordinates and/or acts as a liaison between the BFD and other city departments.

• Provides general financial advice, assistance, and recommendations to the Fire Commissioner/Chief of Department, and keeps him/her properly informed.

• Assists other department heads with financial matters as necessary; answers inquiries and explains policies and procedures. Aids department heads in preparing budget estimates and in determining costs for new, expanded, or reorganized programs.

• Prepares monthly budget forecasts and reviews all areas of spending in detail, writing accompanying letters.

• Safeguards the BFD's assets through the implementation of adequate internal controls and ensures adequate accounting records to document compliance with local, state, and federal laws and ordinances.

• Makes presentations to city officials on spending, forecasts, projections, and all questions as needed in public meetings.

• Prepares collective bargaining data and prepares cost analyses as needed so that the Fire Commissioner/Chief of Department may negotiate with clear cost information and all other impacts of contract agreements.

• Participates in collective bargaining meetings; answers all budgetary questions related to union contracts and financial impacts.

• Responsible for the implementation of the final and approved collective bargaining agreement rates into the city's payroll system, including verification of all components of pay for accuracy and reconciliation to the agreements.

• Maintains spending in order to ensure that budgets do not exceed appropriations in compliance with municipal laws requiring balanced budgets.

• Responsible for the coordination of the payroll function.

• Provides guidance and assistance in a participatory manner in all payroll functions for the fire department; verification and accuracy of entered data; verification and accuracy of leave records; input of payroll information into payroll system; input of fire specialty pay information into the computer system.

• Monitors payroll for compliance with all fire contracts and all applicable Federal and State laws.

• Reviews all employee status changes that affect payroll.

• Manages the verification of fire employment.

• Project fire obligations required for payroll and monitors balances throughout the fiscal year to ensure that payroll obligations are met.

• Responsible for the processing of the Fire Details into the payroll system and the invoicing to vendors for reimbursement.

• Monitors accounts receivable and prepares dunning notices to ensure late payments are pursued and collected.

• Supervises the grants coordinator in the management of grant funding, audits, and the seeking of new competitive grants.

• Prepares quarterly grant reports; provides oversight on the dissemination of grants via the fire department programs.

• Ensures completion of necessary reporting to department grantors in a timely manner.

• Ensures adequate accounting records to document grant expenditures to comply with local, state, and federal laws.

• Oversees purchasing/procurement, including annual supplies, fire equipment, vehicles and apparatus, contracts for consulting services, and all compliance with state bidding laws.

• This work involves collaboration with the City Purchasing Officer in the development of Requests for Proposals and Bids in compliance with local as well as state guidelines and regulations.

• Assists in the preparation of Requests for Proposals and Invitations to Bid.

• Coordinates all purchasing efforts with the city's Procurement Officer.

• Conducts research and collects information regarding present and past expenditure patterns; utilizes information to forecast and regulate future spending; develops alternate approaches to forecasting and budgeting problems and procedures; discusses actual expenditures versus budget data with departmental supervisors as required.

• Monitors personnel system as it relates to finance, and maintains departmental position status for fire.

• Reports overtime hours; reviews employee leave data in computerized databases; ensures accurate balances are maintained; and distributes leave reports.

• Responsible for the implementation of the financial components of all collective bargaining agreements for BFD.

• Supervises and trains all A&F staff; ensures that staff are cross-trained. Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and reviewing employee performance.

• Serves as the BFD finance liaison between the fire departments and other city departments, including, but not limited to, budget management, grant officer, auditor, treasury, finance officer, mayor's office, procurement, human resources, and payroll.

• Responsible for Financial Enterprise Operations, which includes a high degree of pre-audit and consulting responsibilities, as well as responsibility for revenue collection and accounting functions.

• Participates in BFD IT implementations of new software to further automate fiscal operations. Promotes and ensures the interfacing and control of present technology and the dissemination of technological information throughout the BFD.

• Performs needs analysis and recommends and implements uses of information technology in response to the needs of users throughout the fire department. Reviews, analyzes, and establishes priorities for delivering the requested services. Coordinates efforts with the BFD's chief information officer.

• Attends conferences, seminars and other professional meetings for ongoing and updated professional development.

• Serves on various boards, councils, committees, or task forces to coordinate BFD activities and facilitate its goals and initiatives.

• Active as a member in a professional organization in which membership is held.

• Performs related work as required.

Job Environment and Other Characteristics:

• Work is generally performed under typical fire department office conditions.
• May be required to work outside of normal business hours and attend frequent evening meetings.
• The incumbent is required to attend various city meetings.
• Operates computer systems, components, and other standard office equipment such as computers, printers, scanners, telephones, facsimile machines, and copiers.
• Makes frequent contact with fire employees, other town departments, and governmental agencies, outside auditors, software companies, and other vendors; communicates in person, by telephone, and via standard reports.
• Contacts require considerable persuasiveness and resourcefulness to influence the behavior of others.
• Coordinates all functional efforts related to budget and finance with the city's chief financial officer, payroll manager, grant officer, and procurement officer.
• Has access to department-level confidential information with regard to collective bargaining information and bid proposals.
• Having an acute awareness that errors in judgment could have continuing adverse effects on the fire department's ability to deliver services, result in loss of municipal revenues, have far-reaching legal and financial ramifications, and cause significant adverse public relations.

Minimum Entrance Qualifications

• Master's degree in public finance, public administration, business administration or a closely related field.
• Ten (10) years of progressively responsible related public finance experience, including supervisory experience; or any equivalent combination of education and experience.
• A Massachusetts Valid Driver's License is required.
• Expert knowledge of municipal finance, government fund accounting, and budget management, and all related laws, ordinances, rules, and regulations.
• Complete working knowledge of computer applications for financial and budget management.
• Thorough knowledge and experience with the preparation of large payrolls; working knowledge of a computerized payroll system.
• Working knowledge of State purchasing laws.
• General knowledge of fire safety operations.
• Knowledge of accounting practices and procedures and the ability to apply such knowledge to accounting transactions.
• Knowledge of auditing methods, procedures, and practices.
• Thorough knowledge of contemporary information technology.
• Understanding of modern techniques of business-systems analysis and consultative skills.
• Knowledge of servers, networks, PC and MAC-based systems.
• Knowledge of leading fire administration software and hardware, and their usefulness to the organization.
• Demonstrated leadership ability.
• Ability to develop long-term goals and objectives.
• Ability to make administrative decisions in accordance with laws, regulations, and fire department policies and procedures.
• Ability to organize workflow and coordinate activities.
• Ability to provide leadership in the planning, development, and establishment of new, modified, and/or improved programs, services, and activities.
• Ability to develop effective financial policies and budgets and to maintain fiscal control through knowledge of the principles and practices of accounting and auditing.
• Ability to make oral presentations before large or small audiences.
• Ability to research data and compile narratives or reports from information gathered.
• Ability to establish and maintain effective working relationships and to exercise sound independent judgment in planning, directing, and coordinating the work of a technical and professional staff.
• Demonstrated excellent written and oral communication skills.
• Excellent budgetary skills.
• Skill in seeking grants and managing grant compliance.
• Skill in analyzing labor contracts.
• Skill in measuring program outcomes.
• Skill in determining how money will be spent to get the work done, and accounting for those expenditures.
• Excellent organizational skills.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be physically able to operate a variety of automated office machines.
• Must be physically able to operate a motor vehicle.
• Must be able to exert a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects.
• Physical requirements are consistent with those for sedentary work, which involves sitting most of the time, but may involve walking or standing for periods of time.
• Must be able to talk and hear. Must be able to communicate via telephone. Vision is correctable to normal ranges.

BOSTON RESIDENCY REQUIRED

Pre-employment Drug Test Required

Terms:

Union/Salary Plan/Grade: Non-Union / $140,000-$160,000 annual salary

Hours per week: 35