Finance & Operations Manager

Participatory Budgeting (PB) is a democratic process where community members decide how to spend part of a public budget. Boston’s PB process, Ideas in Action, is a yearly initiative where residents unite in open dialogue about budget priorities, identify and prioritize project ideas, and take collective action to decide which projects get to be funded and implemented for the benefit of our communities. The Office of Participatory Budgeting (OPB) is seeking a collaborative, detail-oriented Finance and Operations Manager to lead daily financial administration, procurement, contract oversight, and operational management.

Serving as the operational backbone of the department, this role ensures fiscal tracking, compliance with municipal policies, and administrative support for the annual Ideas in Action participatory budgeting cycle. The Finance and Operations Manager serves as the primary liaison to several City departments, including the Office of Budget Management (OBM), Procurement, Auditing, Treasury, and the Office of Human Resources (OHR), while also supporting internal OPB staff, community contractors, and cross-departmental partners.

Examples of Duties Financial Management: Budget Oversight: Lead monthly and annual departmental operating budget processes, including preparing budget submissions, fiscal memos, and financial reporting for Director review and submission to the Budget Management Office. Project Funds Tracking: Maintain clear, user-friendly tracking systems for community-selected participatory budgeting (Ideas in Action) project funds across partner City departments, ensuring alignment with approved budgets.

Contract Lifecycle: Draft, administer, and monitor vendor contracts, requests for proposals (RFPs), bids, and community contract agreements in full compliance with City and State procurement standards and legal requirements. Vendor Reporting and Tracking: Establish standardized reporting templates and tracking workflows to ensure contractors meet all deliverables and deadlines. Transaction Management: Process and reconcile other routine finance transactions in the City’s financial system (such as requisitions and purchase orders).

Finance Liaison: Serve as the department’s primary operational contact for the Office of Budget Management, Auditing, Procurement, and Treasury, and distribute central finance policy updates as needed. Human Resources Management: Personnel Administration: Process employee timesheets and personnel requests (FMLA, parental leave, prolonged medical leave, time-off requests, etc.). Hiring Lifecycle: Manage job requisitions, interview scheduling, and new hire onboarding.

Transaction Management: Process and reconcile other routine personnel transactions in the City’s HR systems. Human Resources Liaison: Serve as the department’s primary operational contact for OHR, and distribute central HR policy updates as needed. Departmental Operations: Project & Event Support: Assist the OPB team with cross-departmental coordination during the Ideas in Action implementation phases, as well as supporting community events throughout the year.

Office Administration: Ensure team members have necessary equipment, software access, supplies, and general administrative support to perform their roles effectively. Qualifications Bachelor’s degree in Public Administration, Finance, Business Administration, Accounting, Non-Profit Management, or a related field, plus three to five (3–5) years of progressive experience in financial operations, contract management, or municipal administration.

(An equivalent combination of education and relevant experience may be substituted.) Advanced proficiency in Excel/Google spreadsheets, budget reconciliation, and translating complex fiscal data into clear, accessible formats. Proficiency using Microsoft Office and Google Suite applications. Strong organizational skills with a proven track record of managing competing deadlines, contract compliance, and schedules. Clear written and verbal communication skills; experience writing administrative memos, requests for proposals, scopes of work, etc.

Demonstrated commitment to equity, community empowerment, and transparent public processes Preferred Qualifications & Experience: Knowledge of municipal/public sector accounting, budgeting, and procurement standards (such as Chapter 30B). Familiarity using enterprise financial and HR applications, such as PeopleSoft. Prior experience working with municipal structures and/or civic engagement initiatives. Bilingual capabilities in languages commonly spoken in Boston (such as Spanish, Haitian Creole, Chinese, Portuguese, Cape Verdean Creole).

BOSTON RESIDENCY REQUIRED Terms: Union/Salary Plan/Grade: Non-Union/MM2-8 Hours per week: 35