Deputy Commissioner Administration and Finance

Deputy Commissioner For Administration And Finance

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

Oversees demographic projections including staffing forecasts. Ensures compliance with all city, state, and federal regulations and audit requirements. Formulates comprehensive short- and long-range capital and operating budget plans and organizes and directs all programs, budgets and activities within the department. Provides technical consultation to the Fire Commissioner/Chief of Department. Acts as the BFD's finance liaison to all City departments.

The incumbent will also oversee and ensure the efficient and effective use of specifications for new fire house buildings and renovations and specifications and contracting for all fire apparatus, including special operations vehicles and other specialized vehicles for Fire. The Deputy Commissioner is a key member of the Fire Commissioner/Chief's central administrative team.

The incumbent in this position is appointed by, and serves at the pleasure of, the Commissioner and Chief of the Fire Department.

Supervision:

• Performs varied and highly complex administrative and technical work requiring the exercise of significant leadership, independent judgment, and initiative in the planning, management, and execution of department services to meet the BFD's financial needs.
• Planning and coordination regularly require responsibility for multiple, concurrent major projects.
• Develops and plans budgets, plans, and projections that affect a wide range of people; 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.

Supervision Scope:

• Has supervisory responsibility for approximately fifteen (15) full-time employees, with five (5) reporting directly, who work in the following areas: budget, finance, payroll, procurement, grant management, and Paid Details.
• Provides administrative guidance and supervision directly and through department managers.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Managers and directs all financial activities related to the daily business operations of the BFD.
• Develops and implements all fiscal policies and procedures for the BFD to ensure that all procurements, payroll, grants, and fiscal obligations are met and conducted in accordance with federal, state, and local laws.
• Ensures the proper record management and maintenance of financial records, oversees all financial payments, controls expenditures of all fire department funds, and audits financial records and transactions.
• Oversees in a participatory manner duties and responsibilities which include, but are not limited to: accounts payable/receivable; budgetary development, grant management, monitoring and analysis; payroll; purchasing and financial reporting.
• Develops and implements financial and capital plans of action that assure compliance with BFD regulations and procedures, as well as state and federal laws.
• Working closely with the Commissioner/Chief of Department and the Office of Budget Management, develops the annual comprehensive BFD budget, including fund allocation, revenue collection, budget projection, expenditures, etc.
• Develops the capital budget.
• Monitors budget requests; reviews payment documents for accuracy and funding in accordance with approved budgets; analyzes financial and accounting reports for problems and advises supervisors and/or provides resolution.
• Anticipates the need for budget transfers as part of the budget monitoring process and begins the process for budget transfer requests.
• Coordinates and/or acts as a liaison between the BFD and other city departments.
• Provides general financial advice, assistance, and recommendations to the Fire Commissioner/Chief of Department, and keeps him/her properly informed.
• Assists other department heads with financial matters as necessary; answers inquiries and explains policies and procedures. Aids department heads in preparing budget estimates and in determining costs for new, expanded, or reorganized programs.
• Prepares monthly budget forecasts and reviews all areas of spending in detail, writing accompanying letters.
• Safeguards the BFD's assets through the implementation of adequate…