Deputy Commissioner Administration and Finance

Overview

The Deputy Commissioner for Administration and Finance is responsible for administrating the business, financial, and grant management affairs of the Boston Fire Department (BFD) to provide the best possible services with the financial resources available. This includes management oversight of all financial operations such as budget, payroll, accounting, accounts payable/accounts receivable, procurement, grants administration, and state and federal reporting on fire statistics and financial data.

The Deputy Commissioner formulates short‑ and long‑range capital and operating budget plans, directs programs and activities within the department, and serves as the BFD’s finance liaison to all city departments.

The incumbent will oversee new fire house buildings and renovations, specifications and contracting for all fire apparatus, and special operations vehicles. They are a key member of the Fire Commissioner/Chief’s central administrative team and are appointed by, and serve at the pleasure of, the Commissioner and Chief.

• Performs varied and highly complex administrative and technical work requiring significant leadership, independent judgment, and initiative in planning, management, and execution of department services to meet BFD’s financial needs.
• Planning and coordination regularly require responsibility for multiple, concurrent major projects.
• Develops and plans budgets, projections, and manages total operating budgets in excess of $280 M, capital projects in excess of $40 M, and grant management in excess of $15 M per year.

• Has supervisory responsibility for approximately fifteen full‑time employees, with five reporting directly, in budget, finance, payroll, procurement, grant management, and paid details.
• Provides administrative guidance and supervision directly and through department managers.

• Managers and directs all financial activities related to the daily business operations of the BFD.
• Develops and implements all fiscal policies and procedures to ensure procurements, payroll, grants, and fiscal obligations meet federal, state, and local laws.
• Ensures proper record management and maintenance of financial records, oversees all financial payments, controls expenditures, audits financial records and transactions.
• Oversees accounts payable/receivable; budgeting; grant management; payroll; purchasing and financial reporting.
• Develops and implements financial and capital plans that assure compliance with BFD regulations and the law.
• Plays a key role in developing the annual comprehensive BFD budget with the Office of Budget Management.
• Develops the capital budget.
• Monitors budget requests, reviews payment documents, analyzes reports, and advises on issues.
• Anticipates the need for budget transfers and initiates the process when required.
• Coordinates and acts as liaison between the BFD and other city departments.
• Provides financial advice and recommendations to the Commissioner/Chief.
• Assists other department heads with financial matters, prepares budget estimates, and determines costs for new or altered programs.
• Prepares monthly budget forecasts and reviews spending, submitting letters as needed.
• Safeguards BFD assets through internal controls and accurate accounting records.
• Makes presentations to city officials on spending, forecasts, and projections.
• Prepares collective bargaining data, cost analyses, and supports contract negotiations.
• Participates in collective bargaining meetings and addresses budgetary questions related to union contracts.
• Implements approved collective bargaining rates into the payroll system, ensuring accuracy.
• Maintains budgets to stay within appropriations and municipal law requirements.
• Coordinates the payroll function.
• Provides guidance on all payroll functions, including verification, accuracy, and system input.
• Monitors payroll for compliance with fire contracts and applicable laws.
• Reviews employee status changes affecting payroll.
• Manages fire employment verification and payroll obligations.
• Processes fire details into the payroll system and invoices vendors for reimbursement.
• Monitors accounts receivable and…