Assistant Budget Director

bphccareers; Massachusetts; On-site; USD 85,000 - 110,000; Full time

Job summary

Boston Public Health Commission seeks a senior financial professional to manage the EMS Budget Office’s finances, including procurement, contracts, grants, payroll, and vendor management.

You will supervise staff, ensure compliance with fiscal policies, and contribute to healthy, equitable procurement practices across the department.

Qualifications

• Bachelor's degree in Accounting, Business Administration, Finance, or related field required.
• Significant experience may substitute for the degree.
• 3 years of experience in accounting, budgeting, third party billing, or accounts payable/receivable.

Responsibilities

• Oversee procurement processes including public bids, scopes of work, and vendor awards.
• Manage grants lifecycle, reporting, and monthly payroll certifications.
• Maintain program financial records, budgets, billing, and personnel transactions.
• Ensure payroll and accounting compliance with bargaining agreements and policies.
• Provide supervision and mentorship to team members.

Skills

Budgeting

Procurement

Grants management

Accounts payable

Payroll coordination

Vendor management

Contract management

Training development

Equity and inclusion

Education

Bachelor's degree in Accounting/Finance/Business

Tools

MS Word

Excel

Access

Job description

• Under the direction of the EMS Budget Director, supports the effective management of the department’s annual finances, including procurement and contracting, program budgeting, grants, accounts payable and human resources, while maintaining alignment with Boston Public Health Commission (BPHC) fiscal policies and procedures.
• Provide supervision and mentorship to team members and other department personnel, as directed.
• Work closely with all areas of Boston EMS to ensure efficient procurement processes and that associated needs are addressed, in compliance with BPHC guidelines. Oversee the department’s public bids, to include authoring requests for bid, scopes of work and responses to questions, as well as manage proposal review, selection, and vendor awards. Secure vendor price quotes and complete necessary purchase order requisition paperwork. Work with EMS departments, legal, procurement, finance, and vendors to develop, track, and process timely contracts/renewals and make any necessary modifications. Develop and implement procurement related trainings for members. Establish and maintain expertise in equitable procurement.
• Support the acquisition of new grants and management of existing awards. Work with EMS project lead and BPHC grant accountant to ensure necessary deliverables, purchasing, documentation, overall management, and monthly payroll certifications are completed within the established timeframe. In coordination with assigned grant accountant, ensure monthly billing to funders is completed and submitted in a timely manner. Work collaboratively with others to pursue and apply for grants. Ensure satisfactory fiscal and administrative reporting to all funders.
• Maintain expertise in payroll systems and processes to effectively serve as a back-up as needed. Work collaboratively with EMS and BPHC payroll members to ensure payroll accuracy and compliance with collective bargaining agreement compensation terms.
• Works with Accounts Payable and vendors to process timely vendor payments and reconcile any outstanding issues. Review and approve invoices for processing and payment. Works with internal departments to maintain equipment lists and ensure both maintenance and replacement schedules. Monitors expenditures of both internal and external general ledgers and subcontracts.
• Under the direction of the EMS Budget Director, maintains program financial records including budgets, purchases, billing, personnel transactions and all grant related materials. Support internal financial analysis and routine audits of third-party billing company.
• Works in a confidential capacity. Operates independently. Uses independent judgment and discretion to make decisions affecting the department and staff as it relates to unit operations/services and BPHC policy.
• Supervise others, as directed.
• Work to help BPHC advance as an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
• Perform other duties as required.

• Bachelor's degree in Accounting, Business Administration, Finance, or related field required. Significant experience may substitute for the degree requirement.
• 3 years of experience and 1 years relevant (preferably accounting, budgeting, third party billing, accounts payable/receivable.
• Prior experience conducting procurement for city/municipal agency to include public bids, contracts, ordering, and accounts payable preferred.
• Prior experience working with grants & city/municipal agencies a plus.
• Ability to perform with accuracy; must be competent with figures and very organized.
• Computer competency, knowledge of the types and uses of databases, spreadsheet and word processing (MS Word, Access, Excel, Workplace) software for budget, contract development and processing.
• Ability to: write clear, concise reports, and to follow and to give written and oral instructions in a precise, understandable manner; understand, explain, apply the laws, rules, regulations, policies, procedures of unit activities; supervise, including: planning and assigning work; evaluating and motivating staff; determining the need for disciplinary action; either recommending/initiating disciplinary action; establish rapport w/ others; maintain harmonious working relationships w/ others.
• Exceptional organizational skills with the ability of developing timelines and meeting deadlines.
• Promote health equity, inclusion, and diversity within the BPHC, department and community.
• Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.