What are the responsibilities and job description for the Deputy Director - Business Operations position at Action for Boston Community Development, Inc.?
Department: Head Start and Children's Services
Location: Downtown Boston - Tremont Street
The Deputy Director of Fiscal Operations is responsible for oversight of program compliance and financial management within ABCD Head Start & Children’s Services, including supervising a small team that supports the proper administration of fiscal and operational policies, procedures, and systems. This position directs and oversees all Head Start budgets and financial processes, as well as initiatives pertaining to personnel, compliance, and operational infrastructure.
The Deputy Director of Fiscal Operations is responsible for promoting the mission of ABCD Head Start & Children’s Services and building an understanding of the program by communicating this mission to staff, families and the community.
This position must comply with all federal, state and local laws, regulations, standards and policies, including those of the federal Administration for Children and Families (ACF), the Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education (DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures.
All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G. Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately.
The responsibilities of a particular position may support both Early Head Start and Head Start depending on the individual assignment. The specific corresponding funding allocation will be documented on the personnel payroll authorization or change of status form.
All communications are potentially sensitive and are subject to Head Start's policy on confidentiality.
Essential Duties
Financial Administration and Oversight (up to 60%)
- Design and manage the ABCD Head Start & Children’s Services annual operating budget, implementing a blended and braided funding model that incorporates local, state, and federal awards in a holistic manner.
- Develop and submit individual budgets and budget amendments for all ABCD Head Start & Children’s Services awards both externally to funders and internally to the Finance Department, ensuring sustainability and compliance with all applicable regulations and standards.
- Serve as the fiscal point of contact for funders and other relevant entities, directing the successful completion of billing, invoicing, expenditure tracking, audits and Federal reviews, and all external financial reporting.
- Monitor the management of ABCD Head Start & Children’s Services’ vendor relationships and contractual agreements, in conjunction with the Purchasing and Finance Departments, to ensure that competitive procurements, payments, and vendor issues are addressed in a timely and appropriate manner.
- Ensure the proper implementation of internal data collection and fiscal monitoring systems (including but not limited to: non-federal share, USDA reimbursements, and overall expenditure tracking) , providing internal data and reports for Policy Council, the ABCD Board of Directors, and ABCD leadership.
- Review and approve all fiscal paperwork, verifying that expenses are accurate, properly coded, and compliant with all local, state, and federal regulations.
- Work closely with the Finance Department to fully expend all awards by their budget period end dates in a manner that is allowable, reasonable, and allocable.
- Provide fiscal training and technical assistance to local programs, central administration, and child care partners, including the creation and dissemination of internal tools, reports, training materials, and other resources to maximize compliance and transparency.
- Analyze overall financial processes and adapt, streamline, and/or implement new policies and systems – in consultation with central administration, local Center Directors, and other ABCD departments – to ensure the highest level of fiscal responsibility and efficiency.
- Oversee the successful administration of the EEC Subsidy program, ensuring compliance with EEC policies and procedures and maintaining monitoring and record keeping systems for enrollment, attendance, revenue (including parent fees), and other data as needed.
- Direct and enhance ABCD’s Private Pay program, including the development and implementation of updated policies, resources, and expansion initiatives.
- Regularly analyze and update personnel cost allocations to meet the department’s budgetary needs, keeping a decision making log for recordkeeping purposes.
- Lead the cost analysis process around baseline salary increases, producing annual cost projections and providing recommendations for budget sustainability.
- Provide oversight and guidance on staff recruitment, retention, and wellness initiatives managed by the fiscal team, Head Start leadership, and other relevant ABCD departments.
- Collaborate with the Human Resources Department on the tracking of personnel matters such as leave of absences, performance evaluations, and rate increases, among others.
- Oversee, in conjunction with the Properties Department and other staff, the maintenance and enhancement of ABCD Head Start & Children’s Services facilities, with particular attention to expense tracking of minor and major renovations.
- Design and implement new systems and processes to facilitate greater efficiency, communication, and data-sharing among the Head Start Department, Properties Department, and third party vendors regarding facilities needs and projects.
- Ensure the operational infrastructure of ABCD Head Start & Children’s Services centers aligns with all applicable local, state, and federal guidelines, including but not limited to: child care facilities requirements, health and safety regulations, personnel and training policies, classroom and care of children policies, record keeping requirements, and disability law, among others.
- Attend and participate community activities, meetings, and trainings on and off site.
- Engage in ongoing staff development to expand professional skills.
- Assist with other fiscal and administrative work as needed.
- A minimum of a Bachelor’s Degree in business, finance, accounting or related field and at least five years demonstrated success in the development and management of sizeable budgets and supervising staff. Master’s degree preferred.
- Knowledge of and sensitivity to the educational and socioeconomic needs of the children and families served.
- Knowledge of neighborhoods served by programs and city-wide services relevant to the programs population.
- High level of proficiency in Microsoft Office Suite and G-Suite required, as well as the ability to quickly learn and utilize other database and financial systems used within the agency.
- Adeptness for working with large datasets, complex budget structures, and accounting systems.
- Familiarity with fiscal operations of federally and/or state-funded community-based human services programs.
- Ability to work both collaboratively and independently in a culturally diverse, interdisciplinary team.
- Possesses bilingual ability where appropriate, and translates as necessary or when needed.
- Maintain knowledge of all federal, state, city and program laws, regulations, standards and policies.
