Deputy Director of Finance and Administration (Operations Planning, Scheduling, and Strategy)
9 hours ago
Boston
The Deputy Director of Finance and Administration is responsible for financial management, budgeting, procurement coordination, and administrative oversight for the Operations Planning, Scheduling and Strategy (OPSS) business unit. This position ensures that departmental financial resources are planned, managed, and monitored in accordance with MBTA financial policies, procurement requirements, and budget controls. The role leads the development and administration of the OPSS operating budget, oversees financial tracking and expenditure management, and coordinates procurement and contracting processes necessary to support departmental programs and initiatives. The Deputy Director ensures that financial activities, including requisitions, purchase orders, contract payments, and vendor transactions, are executed accurately, transparently, and in compliance with Authority procedures. This position also manages staff responsible for financial analysis, budget administration, and administrative support functions within OPSS. The Deputy Director provides leadership, direction, and oversight to ensure financial processes are executed efficiently and consistently across the department. The Deputy Director serves as the primary liaison between OPSS and central MBTA departments, including Finance, Budget, Procurement, and Capital Programs, to ensure that financial processes and procurement activities are coordinated effectively and aligned with Authority policies. The position supports OPSS leadership by providing financial analysis, budget reporting, and spending oversight to enable informed decision-making and responsible stewardship of public resources. This position reports directly to the Chief of Operations Planning, Scheduling and Strategy within the Operations Division. Duties & Responsibilities • Budget Development and Financial Planning, • Lead the development, preparation, and administration of the OPSS annual operating budget., • Coordinate budget submissions, financial forecasts, and expenditure plans for OPSS teams and initiatives., • Monitor departmental spending against approved budgets and identify potential variances or funding risks., • Support long-range financial planning for departmental programs and strategic initiatives., • Provide financial analyses and recommendations to support leadership decision-making., • Financial Monitoring and Reporting, • Track departmental expenditures and commitments to ensure alignment with approved budgets and fiscal controls., • Develop and maintain financial reports, dashboards, and budget tracking tools to monitor spending and financial performance., • Prepare financial briefings and reports for OPSS leadership and MBTA executive management., • Analyze spending trends and identify opportunities for improved financial management and cost control., • Procurement and Contract Administration, • Coordinate procurement activities for the department in accordance with MBTA procurement policies and procedures., • Manage and track financial transactions, including: Requisitions (REQs), Purchase Orders (POs), contract payments, invoice processing, and approvals., • Support contract administration activities by tracking contract expenditures and ensuring compliance with approved funding levels., • Work with Procurement, Legal, IT, and other relevant teams to support contract initiation, modifications, and renewals., • Staff Management and Team Leadership, • Provide direct supervision and leadership to staff responsible for financial analysis, budget administration, and administrative support functions within OPSS., • Establish clear work priorities, performance expectations, and professional development goals for staff., • Review and approve financial work products, analyses, and reports prepared by staff., • Ensure staff are trained in MBTA financial policies, procurement procedures, and internal administrative processes., • Foster a collaborative and accountable team environment focused on strong financial management and service to OPSS programs., • Financial Process Coordination, • Serve as the primary financial liaison between OPSS and MBTA departments, including Finance, Budget, Procurement, and Capital Programs., • Ensure that financial transactions and procurement activities are processed efficiently and in compliance with Authority requirements., • Coordinate departmental responses to financial reporting requests, audits, and budget reviews., • Maintain accurate financial documentation and records for departmental activities., • Financial Systems and Process Improvement, • Improve and standardize financial tracking and procurement workflows within the department., • Implement tools and procedures to enhance transparency, accountability, and efficiency in financial management., • Support the adoption and effective use of MBTA financial systems and reporting tools., • Additional Responsibilities, • Provide financial and procurement guidance to OPSS managers and staff., • Support departmental initiatives by ensuring appropriate financial planning and procurement coordination., • Perform all other duties and projects that may be assigned. Minimum Requirements & Qualifications • A Bachelor's degree from an accredited institution., • Seven (7) years of experience in finance, administration, operations management, or program management, preferably in a large or complex organization., • Two (2) years of leadership experience managing people or large projects., • Experience managing departmental budgets, financial planning, procurement processes, or operational administration., • Experience coordinating financial processes such as requisitions, purchase orders, contracts, and invoice payments., • Demonstrated experience supporting executive leadership in managing organizational operations and financial resources., • Strong analytical and financial management skills with the ability to interpret budget data and communicate insights clearly., • Excellent communication and stakeholder management skills with the ability to work across departments and influence decision-making., • Strong proficiency in Microsoft Excel, Word, and PowerPoint, including the ability to develop financial analyses and executive reports., • Experience in improving operational processes and implementing administrative systems., • Demonstrated ability to think strategically and work in a team environment., • Demonstrated ability to work effectively with a diverse workforce. Preferred Experience & Skills • Experience in the public sector and/or the transportation industry., • Experience with process improvement and/or change management. Job Conditions • Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English., • Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program., • Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role., • Ability to provide internal and external customers with courteous and professional experiences., • Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required)., • Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers., • Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies., • Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)., • Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings., • Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service., • Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program. Disclaimers and Definitions • General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position., • Application Completion: It is each applicant's responsibility to ensure application details are entered completely and