Assistant Director of Finance and Operations

Title:

Assistant Director of Finance and Operations

Work Year:

(12) Months

Organizational Relationship or Line of Authority:

This position reports to and is evaluated by the Director of Finance and Operations

Job. Summary:

The Assistant Director of Finance and Operations plays a key role within the Marlborough Public Schools Finance Department. This position is responsible for management and reporting of all district grant and accounts payable functions, the preparation and coordination of End-of-Year financial reporting. Medicaid cost reimbursement submissions, and support of district-wide budget processes. The Assistant Director of Finance and Operations ensures compliance with local, state, and federal laws. This position will also provide business office supervision and decision making in collaboration with and in the absence of the Director of Finance and Operations.

Essential Functions: The essential functions or duties and responsibilities listed below are intended only as illustrations 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 the work is similar, related, or a logical assignment to the position.

Duties and Responsibilities:

• Supervise and direct the finance and administrative team staff in collaboration with the Director of Finance and Operations to ensure the accuracy and consistency of all district accounting procedures and financial records.
• Prepare and coordinate End-of-Year reporting, ensuring accurate reconciliation and analysis of general district expenditures, grant utilization, diverse revenue streams and city allocation distributions in compliance with regulatory, budgetary, audit and compliance standards.
• Oversee and assist the Director of Finance and Operations in the financial application and compliance for all federal, state, and local laws for all district funding.
• Develop and maintain budgets in collaboration with the Director of Finance and Operations, with additional focus of maintaining systems data in EdGrants, GEM$ and MUNIS accounting systems for all accounts.
• Monitor spending, ensure regulatory compliance, request reimbursements and complete final reports.
• Assist administrators with financial procedures and track MTRS payments.
• Prepare and submit grant amendments and provide financial reports as needed.
• Lead and assist with the annual audit of financials.
• Oversee all accounts payable functions and supervise the business office staff. Assist with with annual staff evaluations in collaboration with the Director of Finance and Operations.
• Ensure timely and accurate processing of all school department purchase orders annually.
• Review and approve requisitions, collaborate with Procurement Officer for compliance, and process invoices.
• Manage vendor relations, monitor open purchase orders and address inquiries from district staff.
• Provide user support for Amazon, WB Mason and other large vendor accounts.
• Support annual budget preparation and entry into MUNIS accounting system.
• Analyze, forecast and input general expense accounts.
• Collaborate with district departments and City Auditor for budget accuracy.
• Support the payroll function.
• Assist with payroll/personnel budget updates and reclassifications.
• Prepare and process budget transfers in collaboration with City Hall and district leaders.
• Ensure all transfers are documented for School Committee reporting.
• Research and complete journal entries to correct or reallocate expenses.
• Coordinate quarterly and annual Medicaid reporting.
• Work with Special Education Department Staff to track eligible expenditures.
• Report qualifying salary expenses and employer costs for reimbursement calculations.
• Maintain compliance with Medicaid guidelines for staff and service expenses.
• Develop and maintain training materials for MUNIS users.
• Provide one-on-one and group training for new users and ongoing support for district''s MUNIS users.
• Other duties as assigned

Qualifications:

• Bachelor's degree in related field preferred
• Understanding of and experience with federal and state grant programs, including managing reporting and auditing, or general accounting principals
• Must be highly proficient in Excel or Google Sheets
• Proven experience with generally accepted accounting procedures
• Familiarity with Special Education policies, procedures and reporting requirements or reporting to state agencies government regulators
• Familiarity and experience with Department of Education auditing and reporting requirements

An Equal Opportunity Employer

It is the policy of the Marlborough Public Schools not to discriminate on the basis of race, gender, religion, national origin, color, homelessness, sexual orientation, gender identity, age or disability in its education programs, services, activities, or employment practices.