Public Safety Business Office Manager - Town of Brookline
Brookline, MA 02445
About the Job
The Town of Brookline is seeking a Public Safety Business Office Manager. Under the administrative direction of the Police and Fire Chiefs, this position will be required to exercise considerable judgment and initiative to perform complex administrative, supervisory, and technical work in serving as the Financial Officer for the Public Safety Business Office (PSBO). Manages and directs all financial activities related to daily business operations; develops and implements fiscal policies and procedures and ensures that all procurement, payroll and fiscal obligations are met in accordance with related laws. Ensures financial record management and maintenance; oversees all financial payments including accounts payable/receivable and public safety payroll; controls expenditures; audits financial records and transactions and oversees purchasing and public safety grants. Develops budgets, and performs monitoring and analysis of budgets.
Qualifications:
Bachelors in finance, business administration, public administration or closely related field; Masters preferred, plus five years of progressively responsible related finance and supervisory experience. Public Finance experience desirable.
Knowledge of municipal finance and budget management and all related laws, bylaws, rules, and regulations; working knowledge of financial computer applications and payroll; along with knowledge of State purchasing laws. Ability to establish and maintain effective and harmonious working relationships with employees, town officials, departments, boards/committees, and governmental representatives and to communicate effectively in written and oral form.
Salary Range: $90,144 - $101,994 with excellent working conditions and generous benefits including participation in the state pension system and four weeks vacation. Please apply with Resume and Cover letter. Position open until filled.
Public Safety Business Office Manager Job Description
Position Purpose:
Performs complex administrative, supervisory, and technical work in serving as the Financial Officer for the Public Safety Business Office (PSBO). Manages and directs all financial activities related to the daily business operations of the PSBO. Develops and implements all fiscal policies and procedures for the PSBO to ensure that all procurements, payroll 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 public safety 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, Monitoring and Analysis; Payroll; and Purchasing; performs all other related work as required.
Supervision:
Supervision Scope: Exercises considerable independent judgment and initiative in the planning, administration and execution of the PSBO services, in the interpretation and application of laws, regulations and procedures, and in the direction of personnel. Works independently in formulating decisions regarding functional procedures, operations, and plans.
Supervision Received: Works under the administrative direction of the Police Chief and Fire Chief, with duties and responsibilities defined by state laws, town/departmental policies and town bylaws. Works independently; questions generally referred to superiors only when clarification of operating policies and procedures are needed; assumes direct accountability for PSBO results. Coordinates all functional efforts related to budget, finance, and personnel with the Finance Director, Comptroller, Payroll Manager, Procurement Officer, Human Resources Director and Town Administrator.
Supervision Given: Has direct supervisory responsibility for up to five full-time employees. Reviews employees’ performance, and counsels and disciplines staff consistent with town policies.
Job Environment:
Work is performed under typical office conditions; noise level is moderate. Operates computer, calculator, telephone, copier, facsimile machine, and other standard office equipment. Makes frequent contact with public safety employees, other town departments, and governmental agencies, outside auditors, software companies and other vendors; communicates in person, by telephone and via standard reports. Contacts require considerable persuasiveness and resourcefulness to influence the behavior of others. Has access to department-level confidential information with regard to collective bargaining information. Errors could result in significant confusion and delay and have significant financial repercussions; errors could cause exposure for the town to certain legal liabilities.
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.)
Plans, organizes, directs and manages fiscal activities of the public safety business office (PSBO); plans and organizes finance activities schedules.
Develops the police and fire budgets. Prepares budget requests; analyzes budget data for inconsistencies and/or errors; combines and consolidates budget requests on approved budget forms for computer entry; enters budget information into spreadsheets; reviews budgets with police chief and fire chief. Prepares monthly budget reports. Forecasts expected budget requirements; analyzes past and present expenditures to formulate forecasts for expected expenditures; discusses findings with management; makes suggestions and recommendations accordingly.
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. Prepares quarterly grant reports; provides oversight on the dissemination of grants via the public safety programs. Anticipates the need for budget transfers as part of the budget monitoring process; begins the process for budget transfer requests.
Responsible for adjustment of earning codes and leave records for both police officers and firefighters.
Responsible for the coordination of the payroll function. Provides guidance and assistance in a participatory manner in all payroll functions for public safety; verification and accuracy of entered data; verification and accuracy of leave records; input of payroll information into payroll system; input of specialty pay information into computer system. Monitors payroll for compliance with all public safety contracts and all applicable Federal and State laws. Records all employee status changes which affect payroll. Manages the verification of public safety employment. Project public safety obligations required for payroll and monitor balances throughout the fiscal year to ensure that payroll obligations are met.
Conducts research and collects information regarding present and past expenditure patterns; utilizes information to forecast and regulate future spending; develops alternate approaches to forecasting and budgeting problems and procedures; discusses actual expenditures versus budget data with departmental supervisors as required.
Monitors personnel system as it relates to finance, and maintains departmental position status for public safety. Reports over-time hours; inputs employee leave data into computerized databases; ensures accurate balances are maintained; distributes leave reports. Responsible for the costing-out and implementing collective bargaining agreements.
Coordinates and supervises purchasing activities for public safety, including the creation/approval of requisitions for goods and services. Assists in the preparation of Requests for Proposals and Invitations to Bid. Coordinates all purchasing efforts with the Town’s Procurement Officer.
Manages accounts payable and accounts receivable functions for public safety operations. Oversees the payment of fire and police medical bills, general office bills, and payment for police and fire details. Prepares insurance reports for injured-on-duty. Administers the burglar alarm billing, fire alarm billing, and fire inspections billing. Prepares departmental collection reports, purchase orders, vouchers, and other documents as required. Initiates and/or prepares payment documents; approves documents during absence of assigned supervisor; resolves issues and/or problems related to documents. Reviews accounts receivable reports; prepares listings for fiscal year end; performs basic accounts payable/accounts receivable functions as required.
Supervises and trains all PSBO staff; ensures that staff are cross-trained. Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and reviewing employee performance.
Serves as the business finance liaison between the public safety departments and other town departments including, but not limited to, comptroller, finance director, town administrator, procurement, human resource, and payroll.
Coordinates all public safety financial records. Develops new databases, spreadsheets, forms and other documents for task specific purposes as required; makes changes as appropriate.
Responsible for Enterprise Operations which includes a high degree of pre-audit and consulting responsibilities as well as responsibility for revenue collection and accounting function.
Attends meetings, seminars, workshops and other training classes as necessary to keep apprised of changes in legislation and/or current industry trends.
Composes, types and/or prepares various correspondence, letters, memoranda and specialized reports and documents for assigned department; reviews for accuracy and completeness; makes copies and files for departmental use and future reference.
Prepares a variety of financial reports or other related projects dealing with the fiscal stability of public safety operations.
Performs the duties of subordinate employees as required; performs similar or related work as required.
Recommended Minimum Qualifications:
Education, Training and Experience:
Bachelor’s degree in finance, business administration, public administration or closely related field; five years of progressively responsible related finance experience including supervisory experience; or any equivalent combination of education and experience. Masters degree preferred. Public Finance experience is advantageous.
Knowledge, Ability and Skill:
Knowledge: Expert knowledge of municipal finance and budget management and all related laws, bylaws, rules, and regulations. Complete working knowledge of computer applications for financial and budget management. Thorough knowledge and experience with the preparation of large payrolls; working knowledge of computerized payroll system. Working knowledge of State purchasing laws. General knowledge of public safety operations. Knowledge of accounting practices and procedures and ability to apply such knowledge to accounting transactions. Knowledge of auditing methods, procedures, and practices.
Ability: Ability to analyze and interpret financial data and to present findings clearly in written and oral form. Ability to gather financial information using information technology, and to run complicated computer generated reports. Ability to establish and maintain effective and harmonious working relationships with employees, town officials, departments, boards/committees, and governmental representatives. Ability to plan, organize and supervise the work of subordinate personnel in a manner conducive to full performance and high morale. Ability to communicate effectively in written and oral form. Ability to establish and maintain complex financial record keeping systems. Ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure. Ability to recognize town-wide priorities and work cooperatively to support their accomplishment.
Skill: Skill in operating computers and utilizing appropriate software applications. Aptitude for numbers and details. Skill in grant writing. Excellent organizational skills. Excellent public speaking skills. Teaching skills. Decision-making skills. Skill in all of the above listed tools and equipment.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods at a keyboard or workstation. Some tasks require the ability to communicate orally. Regular close vision to work with small numbers and details.
(This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.)