Business Office Specialist

The Business Office Specialist provides specialized administrative and operational support for grant management, district-wide purchasing, and core Business Office functions. This role combines strong organizational and administrative skills with technical knowledge of financial processes, grant compliance, and public procurement requirements.

The Specialist supports the day-to-day operations of the Business Office while serving as a knowledgeable resource to staff on grant and purchasing procedures. This position works closely with the Director of Finance and district staff to ensure accurate processing, compliance with regulations, and efficient office operations. The role also provides backup support for key financial functions to maintain continuity of services.

ESSENTIAL FUNCTIONS:

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to the position.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Grants Administration Support

• Support the financial administration of all grants, including budgeting, expenditures, and reporting.
• Assist with all stages of the grant lifecycle, including setup, maintenance, and closeout.
• Track and reconcile salaries, stipends, and other grant-related expenditures.
• Monitor expenditures and assist staff in tracking available grant balances.
• Prepare grant reconciliations and maintain supporting documentation for audits.
• Process grant amendments and journal entries.
• Ensure grant activities are documented and aligned with compliance requirements.
• Prepare routine financial reports for internal use and external reporting.
• Process reimbursement requests and track grant revenues.
• Maintain organized grant files and records for compliance and audit purposes.
• Work with program staff to support appropriate use and timely spending of grant funds.
• Assist the Director of Finance in maintaining grant procedures and documentation.
• Perform other related duties as assigned.

Purchasing & Procurement Support

• Support district purchasing processes in compliance with public procurement laws and policies.
• Track vendor spending to support compliance with M.G.L requirements.
• Assist in maintaining and updating district purchasing guidelines and resources.
• Maintain purchasing records and documentation for audit and compliance purposes.
• Verify prevailing wage compliance prior to invoice payment.
• Assist staff with purchasing procedures, approvals, and required documentation.
• Review requisitions for completeness and compliance prior to processing.
• Support bid and procurement processes, including preparation of documents and coordination with departments.
• Obtain quotes and assist in evaluating pricing for purchases.
• Coordinate cooperative purchasing activities, including memberships, reporting, and rebates.
• Prepare and submit required legal notices.
• Assist Director of Finance in providing basic training and guidance to staff on purchasing processes and systems.

Business Office Operations & Administrative Support

• Provide backup support for Accounts Payable and Payroll functions as needed.
• Support the Director of Finance with organization, workflow tracking, and day-to-day office operations.
• Maintain organized files, records, and documentation across Business Office functions.
• Assist in coordinating office processes to ensure efficiency and timely completion of tasks.
• Support communication and coordination between departments and the Business Office.
• Contribute to maintaining effective internal procedures and organization of office systems.

EDUCATION AND EXPERIENCE:

• Associate’s degree in Accounting, Finance, Business Administration, or related field required; Bachelor’s degree preferred.
• Minimum of 2–4 years of experience in accounting, finance, administrative support, or related field; experience with grants, procurement, K–12, or nonprofit environments preferred.
• Experience supporting financial processes, purchasing, or office operations strongly preferred.

CERTIFICATES AND LICENSES:

• MCPPO designation or ability to obtain and maintain certification preferred.

Proficiency:

ABILITY, KNOWLEDGE, AND SKILLS:

• Working knowledge of grant regulations, public procurement requirements (e.g., M.G.L. c. 30B), and basic accounting principles.
• Proficiency in financial and ERP systems (e.g., School ERP Pro / iVisions, Tyler) and Microsoft Office Suite.
• Strong organizational and administrative skills with attention to detail and accuracy.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Effective communication skills and ability to work collaboratively with staff across departments.
• Ability to follow established procedures while supporting compliance and documentation requirements.

WORK ENVIRONMENT:

The work environment characteristics described here are representative to those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to stand and talk or hear. The employee frequently is required to walk.  The employee must occasionally lift and/or move up to 10 pounds; for example, school supplies and books.
• Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.
• The noise level in the work environment is moderate to loud.

All educational and non-academic programs, activities and employment opportunities at Greater Lawrence Technical School are offered without regard to race, color, sex, religion, national origin, ethnicity, sexual orientation, gender identity, homelessness, age and/or disability, and any other class or characteristic protected by law.

Salary : $20 - $49