Fiscal Manager, Office of Public Health Preparedness

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:

Financial Management

• Analyze and produce financial reports in an accurate and timely manner as required by BPHC and OPHP funders, including billing and expense reports
• Assist in creating and maintaining all program financial records related to: budgeting; purchasing; payroll; billing; personnel transactions; grants and contracts; and grant and contract applications
• Review program budget and expenditures regularly; provides budget reports/encumbrance reports to program staff regarding budgeted versus actual expenditures
• Report fiscal, grant, budget, or personnel issues/discrepancies immediately to supervisor
• Monitor OPHP purchasing including the development of Requests for Proposals (RFPs)
• Create and monitor contracts through the procurement process; ensure procurement and contract policies are followed  
• Assist OPHP staff with identification and solicitation of Equitable Procurement vendors for goods and service contracts
• Ensure that OPHP purchasing follows BPHC and funder administrative processes
• Administer and review all financial plans and budgets; and monitor progress and changes.
• Work closely with the Director to implement processes to maximize the use of the budget to support office priorities
• Complete 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
• Function 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

Administration

•  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.

Qualifications

• GED or High School Diploma