Division Head for Administration at City of Cambridge in Cambridge, Massachusetts

Job Description:

Position Title: Division Head for Administration

Division: Human Service Programs

Rate: $108,103-$128,749 annually

Application Requested: 6/24/24

Posting Date: 5/23/24

Civil Service Type: None

Number of Hours Per Week: 37.5

Additional Work Hours Information: Some evening hours will be required.

Job Code: M677 (ID# 910)

Sequence #: 701

Union Affiliation: Non Union

Description:

ABOUT THE DEPARTMENT:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

ABOUT THE ROLE:

The Division Head for Administration provides leadership and oversees the provision of all fiscal, personnel, payroll, IT, and clerical support to operating Divisions of the Department and acts as the liaison to other City departments, outside vendors, and contractors. Support is provided to the 27 satellite locations that offer DHSP programs and services and to the Department’s more than 700 full-time and part-time staff. This position is a direct report to the Assistant Director for Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide overarching leadership, direction, and coordination of all DHSP fiscal and personnel functions.
• Oversee weekly payroll and all personnel transactions of approximately 300 benefitted employees and over 400 seasonal/part-time employees.
• Oversight of budget preparation, management, and monitoring of a $70 million budget
• Overall responsibility for accounts payable, purchasing, grants management and revenue collection
• Serve as point person and collaborate with City Departments including Purchasing, Finance, Budget, and Auditing.
• Represent Department’s fiscal interests with outside auditing firms or with state/federal agencies who conduct audits of grant programs
• Manage the monitoring and tracking of the department’s grant revenue in excess of $12.8 million; preparation of monthly, quarterly, and annual reports as required by federal, state, and private funding sources
• Supervise a diverse team of Department fiscal and HR staff, and support their professional growth and development
• Contribute to internal support of DHSP Division Heads and Managers in general performance management;
• Actively engage in and support the Department’s Race and Equity Initiative
• Other duties as assigned

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS:

Experience and Education

• Bachelor’s Degree in related field preferred.
• Minimum five years’ experience in a leadership position in related field.
• Previous experience supervising staff.

Knowledge, Skills, and Abilities

• Extensive working experience with financial, budget, and/or HR systems. Working knowledge of PeopleSoft Financial and HR system a plus.
• Ability to juggle competing external and internal demands.
• Demonstrated successful supervision of staff.
• Strong communication and interpersonal skills.
• Strong analytical skills.
• The City of Cambridge’s workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS:

• Standard office environment. Fluorescent lighting and air conditioning. Some offices may be carpeted. Moderate noise level.
• Ability to access, input and retrieve information from a computer.
• Ability to answer phones and maintain multiple files and ability to lift a minimum of at least 10 pounds.
• Ability to travel throughout the City of Cambridge to various meetings.
• This position may be eligible for hybrid work under the City’s Telework Policy depending on operational needs.
• Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Paid parental leave
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700/year
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application:

• Resume
• Cover Letter

THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, SEX, RELIGION, AGE, NATIONAL ORIGIN, DISABILITY OR ANY OTHER PROTECTED CATEGORY. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. CITY OF CAMBRIDGE RESIDENTS ARE ESPECIALLY ENCOURAGED TO APPLY. AUXILIARY AIDS AND SERVICES, WRITTEN MATERIALS IN ALTERNATIVE FORMATS, AND REASONABLE MODIFICATIONS IN POLICIES AND PROCEDURES WILL BE PROVIDED TO QUALIFIED INDIVIDUALS WITH DISABILITIES FREE OF CHARGE, UPON REQUEST. THE CITY IS COMMITTED TO ADVANCING A WORKFORCE CULTURE OF ANTIRACISM, DIVERSITY, EQUITY, AND INCLUSION.

PI241327253

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