Job Description

SUMMARY
Responsible for the day to day administration of the financial and administrative services directly or through subordinate supervision including business management, grant management, budget oversight, payroll, accounts payable, purchasing, contract maintenance, financial reporting, customer service and general services. Coordinates activities of clerical personnel in the Health and Human Services (HHS) Department by performing duties personally or through subordinate clerical staff; plans, organizes, directs, and controls the daily schedule of clerical employees and duties

Salary & Hours: $110,110.68 (min) to $129,334.49 (max) annual per City Ordinance; 35 hour work week.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Coordinates office and staff functions. May act on behalf of the Director in his/her absence or as delegated.
Responsible for supervision, direction and coordination of all financial and administrative services
Evaluates office production, revises procedures, and devises new forms to improve efficiency and work flow.
Manages the preparation of the annual department budgets; presents budget recommendations and justifications; reviews and analyzes performance against budget and develops appropriate procedures for control of revenue and expenditures.
Ensures smooth day-to-day operations within all HHS divisions, directly or indirectly through subordinate supervision.
Confers with Division Heads and Managers on various projects and activities.
Formulates procedures for systematic records retention, protection, retrieval, transfer, and disposal.
Responsible for the efficient overall operation of the Health Department.
Assists with screening, interviewing, and training employees.
Develops and updates department’s policy and procedures manual.
Coordinates communications including media statements, press releases, inter-departmental correspondence and public relations duties for the department.
Implements and monitors the department’s safety and training programs including Public Health Emergency Preparedness and Response activities.
Attend and participate in staff, department or other meetings, conferences, or committees to maintain contacts and keep abreast of development in field or areas of expertise. Direct, instruct, assist, check and train subordinates, as to schedules, methods and procedures, standards of performance, department or government rules, regulations, policies, activities or other matters affecting their work: maintain discipline and harmonious personnel relations.
Performs related work as required.

SUPERVISORY RESPONSIBILITIES
Directly supervises employees engaged in clerical support. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

EDUCATION and/or EXPERIENCE

Bachelor's degree in accounting/finance/business administration or related field; working knowledge of accounting principles and MA state and federal rules and regulations, knowledge of grant management and financial reporting.
Highly proficient working knowledge and familiarity with MUNIS, Microsoft Word, Excel, PowerPoint and Outlook preferred.
Minimum of 3 years of experience, preferably with managerial responsibilities in finance, municipal budgets, personnel management and operational procedures; or equivalent combination of education, training and experience with provides the required knowledge, skills and abilities to perform the essential functions of the job