Administrative Assistant - Finance - City of Boston
Boston, MA 02201
About the Job
The City of Boston Mayor's Office of Emergency Management (OEM) seeks a highly qualified candidate to serve as an Administrative Assistant in our Finance Unit. The position is funded under the Department of Homeland Security's Urban Area Security Initiative (UASI) program. The successful candidate will show strong fiscal logic and analytical aptitude and will be responsible for supporting components of the UASI program. Under the supervision of the Administration and Finance Manager, the successful candidate will be responsible for the accounts payable component and associated financial processes.
The Mayor's Office of Emergency Management coordinates the City's homeland security and emergency management programs. OEM's Mission is to enhance the City of Boston and Metro-Boston Homeland Security Region's capacity to prevent, protect against, respond to, and recover from emergencies. Working in close partnership with Boston's public safety and public health agencies, OEM plans and prepares for emergencies, educates the public about preparedness, conducts training, exercises, and drills, and performs other services to support the City and Region's overall preparedness. OEM follows an all-hazards approach, preparing for emergencies of different types - whether they be natural or man-made.
Responsibilities:- Performs financial and analytical functions for the Mayor's Office of Emergency Management in support of the City of Boston and other cities/towns of the Metro-Boston Homeland Security Region.
- Prepares, processes, and reviews purchase orders, purchase requisitions, office supply requisitions, state payment vouchers, and vendor invoices. Examines for proper documentation and compliance with state, federal, and municipal regulations and procedures.
- Reconciles financial transactions relating to vendor invoices to resolve any accounting problems with vendors and staff.
- Ensures all data is properly entered and maintained in the city’s PeopleSoft financial database system and in the office's Excel database.
- Assists in the financial management of contracts.
- Coordinates office-wide archiving procedures.
- Organizes, files, and maintains all payments and state reimbursements for the nine-community region in anticipation of city, state, or federal audits.
- Prepares worksheets and complex financial reports as required.
- Compiles data to produce reports.
- Answers phones and provides other clerical duties when needed.
- Assists with other projects and performs related duties as assigned.
- Fulfills other OEM duties as assigned, including on-call shifts and staffing of the City’s Emergency Operations Center (EOC) during an emergency or major planned event.
- Performs related duties as required.
- At least two (2) years of full-time, or equivalent part-time, office experience in work where the major duties included bookkeeping, accounting, or a combination of the two.
- A BS/BA in accounting, business or public administration, finance, or a related field is strongly preferred and may be substituted for one year of the required experience.
- Good clerical skills, including data entry and record-keeping.
- Prior accounts payable and receivable experience with state and/or federal grants preferred.
- Ability to manage multiple projects and work effectively independently and in a team environment.
- Familiarity with audit preparation and follow-up.
- Knowledge of Massachusetts Chapter 30B and other procurement processes.
- Knowledge of Microsoft Office, including Excel, Word, and PowerPoint.
- Strong interpersonal and organizational skills.
- Attention to detail to ensure that financial documents and reports are accurate.
- Ability to exercise good judgment and focus on detail is required by the job.
BOSTON RESIDENCY REQUIRED
CORI/SORI REQUIRED
Terms:
Union/SalaryPlan/Grade: Non-Union/MO-6
Hours per week: 35