OFFICE: Teaching & Learning

REPORTS TO: Chief, Teaching & Learning

ACADEMIC/NON-ACADEMIC: Non-Academic

General Description and Goals:

The Finance and Operations Manager is expected to perform duties with a high degree of independence, initiative and judgment. In addition to serving as the main support to the Chief of Teaching and Learning, the Finance and Operations Manager will also be responsible for duties related to all content areas and grade bands 3-12. The Finance and Operations Manager will oversee the department budget, management and implementation of policies and procedures related to timekeeping, district-wide curriculum procurement and other departmental special projects.

This position is expected to support the work of colleagues on all projects involving budget development and management, contract management for services and goods, personnel hiring and management, as well as payroll.

Responsibilities:

In collaboration with the department staff assistant, this position is expected to oversee the following Finance and Operations Managertasks:

* Manage, process and monitor the payroll process for Teaching & Learning which encompasses over 250 personnel positions:

* o Enter bi-weekly payroll (BASAS & Managerial)

o EAE contractors

o Interns

o Consultants

o Stipends processing (PS08 & PS09) - ensure work is completed, and promptly execute payment

* Oversee staff assistants across the department and provide support as neededAssist with staff hiring, enrollment and payroll including teachers, site coordinators, interns and contractors.

* Manage BPS Sponsored Email Accounts for consultants, interns and EAE contractors

* Manage technology equipment including procurement, assignment and inventory of computers, projectors, adapters, etc.

* Serve as a liaison to other central operations departments, including facilities, human resources, strategic planning, budget, and procurement.

* Manage the hiring process. Submit job descriptions for hiring. Monitor job applications and prepare applicant reports on a weekly basis. Submit comprehensive reports to hiring managers. Coordinate candidate screening calls and interviews.

* Manage the logistics of Teaching & Learning offsite spring and summer retreat events including rental space and other related activities. This also includes obtaining bids and execution of contracts for PD venues.

The Teaching & Learning Administrative Operations Manager oversees a budget of over $27 million. They are responsible for oversight of the following Financial Management related tasks:

* Financial analysis and budgeting

* Developing annual budget projections based on historical spending patterns

* Create spending models to develop a better understanding of costs within the Department

* Develop and implement strategies to reduce cost growth

* Prepare and present a monthly operational efficacy and spending report to the Chief of Teaching & Learning

* Ensure that all POs and grants are closed by the end of the fiscal year and coordinate with the business and grants offices.

* Collaborate with department leadership and project managers to create budget plans for all the department priority projects on a yearly basis.

* Manage the negotiation and contracting process for all goods and services for department activities.

* Manage the department contract tracker to ensure that all contracts are executed. Follow up with the BPS Business Office on a regular basis.

* Manage funding allocation for all procurement activities in the department according to budget plans and ensure appropriate spending according to the different funding sources.

* Responsible for BEDF funds management. Coordinate with the Boston Educational Development Fund (BEDF) to ensure proper fiscal management of private funds as well as ledger entry of expenditures and revenue

Manage and process the procurement of curriculum materials for all new classrooms in the district, grades 3-12; including new curriculum adoptions/additions.

* Oversee travel process including making arrangements with travel agent, processing payment and paperwork, and preparing reimbursements.

* Responsible for grant and general budget oversight through utilization of PeopleSoft; produce various reports and spreadsheets to track expenditures and manage the budget

* Receive/process/track invoices and forms to ensure prompt payment to vendors, sub-contractors, and employees

Qualifications - Required:

* Bachelor's Degree in Finance or Business Administration or commensurate experience

* 3 years of related operations experience

* Ability to coordinate multiple projects simultaneously

* 5 years of demonstrated financial experience with public, private and federal funds. Ability to prioritize spending across different funding sources

* 5 years of experience in private and federal grants financial management and reporting

* Detail-oriented and exceptional personal organization

* Methodic and process / systems oriented

* Strong team-work skills. Ability to be flexible and responsive as priorities change.

* Demonstrated experience tracking multiple budgets, expenditures and projecting budgets.

* Strong analytical and organizational skills

* Knowledge and experience with Excel and financial systems / CRMs (e.g., PeopleSoft, Salesforce)

* Excellent written communication and interpersonal skills

* Ability to work effectively and comfortably in a team oriented, fast paced environment within the department, across departments, and with outside agencies and organizations

* Strict confidentiality regarding protected student information

Qualifications - Preferred:

* Master's or Associate Degree in Finances / Business Administration

* Experience with City of Boston procurement processes

* Expertise in spreadsheets (Excel, Google) and financial planning software (e.g., FutureForce)

* Experience with PeopleSoft

Terms: Managerial, C53

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' dignity or interferes with their ability to learn or work.