Finance Manager, Office of Public Health Preparedness - Hybrid Schedule
The Office of Public Health Preparedness (OPHP) is a division of the Boston Public Health Commission (BPHC). The mission of OPHP is to enhance community, public health, and healthcare system resilience in order to prepare for, respond to, and recover from emergencies that impact the health of the public. OPHP envisions a resilient Boston through healthy, informed, and connected communities that are supported every day and during emergencies by strong, integrated public health and healthcare systems. Learn more about us at delvalle.bphc.org.
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:
- Analyze and produce financial reports in an accurate and timely manner as required by BPHC and OPHP funders, including billing and expense reports
- Assists in creating and maintaining all program financial records related to: budgeting; purchasing; payroll; billing; personnel transactions; grants and contracts; and grant and contract applications
- Reviews program budget and expenditures regularly; provides budget reports/encumbrance reports to program staff regarding budgeted versus actual expenditures
- Reports fiscal, grant, budget, or personnel issues/discrepancies immediately to supervisor
- Monitors OPHP purchasing including the development of Requests for Proposals (RFPs)
- Creates and monitors contracts through the procurement process; ensures procurement and contract policies are followed
- Assists OPHP staff with identification and solicitation of Equitable Procurement vendors for goods and service contracts
- Ensures that OPHP purchasing follows BPHC and funder administrative processes
- Administer and review all financial plans and budgets; and monitor progress and changes. Works closely with the Director to implement processes to maximize the use of the budget to support office priorities
- Completes 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
- Functions 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
- 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.
The mission of the Boston Public Health Commission (BPHC) is to protect, preserve, and promote the health and well-being of all Boston residents, particularly the most vulnerable. The BPHC envisions a thriving Boston where all residents live healthy, fulfilling lives free of racism, poverty, violence, and other systems of oppression. 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 antiracism and advance racial equity and justice through each of our bureaus, programs, and offices.
- 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.
City of Boston Residency Required, 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., This position requires direct client/patient contact and as a result of such direct contact, 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, This is a grant funded position, The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply. This position requires the Child Protective Service Background verification.
$55,000 - $65,000/Annually
Monday - Friday, 9-5. Duties will require working some holidays, evenings, nights, or weekends. Must carry a department issued cell phone and be available for emergencies. Hybrid schedule is subject to BPHC's temporary teleworking policy.