Assistant Business Manager

JOB SUMMARY: The Assistant Business Manager provides direction, support, and supervision to the business office team for the Concord Public Schools and Concord-Carlisle Regional School District. The successful candidate will have a diverse set of responsibilities, including coordination of budget development, monitoring the status of all funds, ensuring efficient and effective business processes and procedures, overseeing the procurement process for goods and services, and ensuring compliance with all local, state, and federal financial laws and regulations. This position requires the ability to work independently, to exercise sound judgment, to have exceptional customer service skills, and the ability to organize and present information clearly and concisely. The successful candidate must possess excellent communication and interpersonal skills that enable the efficient resolution of internal and external concerns.

Reports to: Assistant Superintendent of Finance and Operations

JOB RESPONSIBILITIES

Leadership of the Business Office Team

• Provides leadership and direction to Business Office staff, including accounts payable, payroll staff members, and District Accountant.
• Serve as a resource to the team and to staff across the district on financial issues and questions that may arise, including accounts payable, accounts receivable, and payroll.
• Identifies professional development opportunities to facilitate learning and growth for finance team members.
• Fosters a continuous improvement and service oriented approach to the department's work, with a focus on developing streamlined processes that are easy for staff to understand and follow.

Budget Development

• Serve as a resource to District Administrators and Department Heads during the annual budget process; on process and content related questions.
• Assume independent responsibility for budgeting of various expense categories, including utilities expenses, grant offsets to the general fund; state revenue budgets, and of coordinating with others on enrollment projections.
• Collaborates with Director of Transportation on the transportation budget, and the Facilities Director on maintenance and grounds operating budgets and capital budget items.
• Support the Assistant Superintendent of Finance and Operations with budget consolidation, analysis, and preparation of presentation materials for various constituents, including the Superintendent of Schools, School Committee, Finance Committee, and general public.

Grants Management

• Lead district contact for grants submissions in Department of Elementary and Secondary Education's (DESE) grants management on-line system.
• Coordinates with district administrators to develop grant applications in accordance with state and federal requirements.
• Monitors grant expenses to ensure they are compliant with grant terms, and that they are spent down within the specified grant time periods.
• Submits Requests for Funds on a monthly basis, as funds are spent down, and submits Final Reports to DESE upon completion of grants.
• Trains other Business Office staff to provide support in this area.

Financial Reporting & Internal Controls

• Responsible for completion of annual End of Year Reports to Department of Elementary and Secondary Education (DESE).
• Serves as primary contact for annual audit with external audit firm, providing required information to auditors on a timely basis.
• Ensures district maintains compliance with municipal/government financial reporting standards; proactively raises potential issues to the attention of senior management for resolution.
• Responsible for oversight of accounts payable, and payroll, and ensuring appropriate system of internal controls are developed and maintained to ensure proper expenditure of funds.

Procurement

• Serve as a resource for administrators and staff on procurement related matters; identify and share resources such as state bid lists, that enable the district to receive fair and competitive pricing from vendors and good value for dollars expended.
• Prepare formal bid packages, using the Invitation for Bid (IFB) process, or Request for Proposal (RFP) process, when anticipated project costs exceed certain thresholds.
• Responsible for ensuring compliance with all applicable procurement laws and regulations, including Massachusetts General Laws, Chapter 30B.
• Maintain district's procurement files for required time periods.

Other Responsibilities

• Manage fiscal year rollover process; and carryforward of encumbrances and fund balances across fiscal years.
• Assist with completion of special projects as needed.
• Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Ability to analyze and present financial data.
• Ability to build strong relationships within an organization.
• Strong knowledge of public procurement regulations.
• Knowledge of Generally Acceptable Accounting Procedures (GAAP), as well as the requirements of the Governmental Accounting Standards Board (GASB) and the Financial Accounting Standards Board (FASB).
• Proficiency with technology applications including Microsoft Word, Excel, PowerPoint, and Tyler Technologies ERP system.
• Assuming initiative and accepting responsibility for completion of assignments in a timely manner.
• Excellent communication skills.
• Impeccable integrity, sound judgment, and strong character.
• A positive can do attitude and sense of humor is essential.

EDUCATION/EXPERIENCE

• Bachelor's Degree in Business Administration, Accounting, Finance, or Public Administration required; Master's Degree preferred.
• DESE License as School Business Administrator or ability to obtain licensure within one year of hiring.
• MCPPO certificate preferred; if not certified, willingness to attain certification within two years.
• Three to five years of relevant experience in accounting, budget development and financial management, preferably in a school or municipal setting.