Deputy Commissioner for Administration and Finance

About the role

The Deputy Commissioner for Administration and Finance is responsible for administering the business, financial, and grant management affairs of the Boston Fire Department (BFD).

Responsibilities

• Manages 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 compliance 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.
• Works closely with the Commissioner/Chief of Department and the Office of Budget Management to develop the annual comprehensive BFD budget, including fund allocation, revenue collection, budget projection, expenditures, etc.
• 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.
• 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.
• Makes sure 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.
• 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 related work as required.

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.
• 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.