Contracted Van Finance and Compliance Manager

Boston Public Schools is looking to hire a Contracted Van Account Manager, Department of Transportation

Reports to: Assistant Director of Transportation Finance

Position Overview:

The Contracted Van Account Manager resides in the Department of Transportation and reports to the Assistant Director of Transportation Finance. This position is responsible for procurement, contracting, invoicing, payment, and compliance monitoring tasks for 7D van transportation. This position combines administrative, financial, and clerical duties to ensure efficient and accurate completion of all contracting and financial tasks associated with contracted van transportation. Students can require contracted van transportation for a number of reasons, including:

• Being displaced outside of the district due to homelessness or being in the care of the Department of Children and Families (DCF)
• Based on their Individualized Education Plan (IEP)
• Based on the operational needs of the Department of Transportation

This position is required to work cross-functionally with BPS Finance and other departments. This position is required to maintain ongoing communication with contracted transportation vendors to manage procurement and contracting, ensure timely and accurate invoicing along with invoice review and payment processing, and monitor vendor compliance with all regulatory and contract requirements. This position requires a particular level of expertise with regard to business processes such as procurement, contracting, and invoice processing. This work is critical to ensuring students are receiving necessary services to remove barriers to school.

This position is also required to support the overall work of the Transportation Finance team, and may on occasion be required to support with other clerical duties of that team, including payroll, purchasing, and other clerical administrative duties.

Responsibilities:

Procurement and Contracting

• Execute and administer 7D transportation contracts with vendors following multiple-award IFB/RFP process
• Inputs and processes requisitions, EP and Contract requests, and purchase orders for contracted van transportation

Invoice and Payment Processing

• Assist in maintaining a database of awarded rides and associated costs per ride.
• Review, process, and track invoices received from 30-50 vendors each month to ensure prompt payment to vendors. Thoroughly review all invoices prior to payment and follow-up with vendors to correct any errors. Maintain an accounting system to track vendor costs and payments.
• Track spending against overall contracted van transportation budget as well as individual vendor contract limits
• Develop and provide vendors with training and support to ensure accurate, timely invoicing to BPS
• Track supplier compliance with invoicing requirements and engage in corrective action processes for suppliers with compliance concerns or otherwise unsatisfactory performance

Compliance Monitoring and Records Management

• Complete data collection and analytics in accordance with any State and Federal reporting requirements.
• Track 7D vendor compliance with requirements as outlined by the Department of Elementary and Secondary Education, Department of Transportation, Massachusetts Registry of Motor Vehicles, Department of Children and Families, other regulatory agencies as applicable, and in the district's contracts with 7D transportation vendors. Maintain a database of all required documentation and materials to ensure vendors remain in compliance with all laws and contractual requirements. Examples include:
• Maintain a database of all vendor vehicles in use and monitor compliance with 7D registration and inspections
• Maintain a database of all vendor drivers and monitors and monitor vendor compliance with all credential requirements (e.g. 7D licensure) and CORI and SORI background checks.
• Maintain a database of other contractually required information from vendors (e.g. valid insurance)
• Communicate with vendors regarding any issues of non-compliance

Support Ongoing Delivery of Services

• Coordinate with the Contracted Van Transportation Manager and other department staff to maintain efficient department operations and contribute to other ongoing department projects and operational duties as assigned.
• Support with other department payroll, purchasing, and clerical administrative duties, as requested by supervisor, which are commensurate with job classification.

Qualifications - Required:

• High School diploma
• Ability to coordinate the delivery of services and goods, approval, and reporting of financial transactions.
• Ability to use data management systems
• Competency in Microsoft Office Suite and Google Suite
• Attention to detail and the capability to discharge all duties.
• Strong interpersonal skills appropriate to a diverse work environment.
• Understanding and professional experience with procurement, contracting, invoicing, and accounts payable
• Strong verbal and written communication skills

Qualifications - Preferred:

• Associate's Degree in Business Administration or similar field preferred.
• Understanding of Mckinney-Vento, Special Education, and DCF rules and regulations and reporting.
• In-depth knowledge of PeopleSoft platforms and services
• Experience working in the transportation industry
• Experience in public schools, or other public sector operations.
• Relevant experience preferred.

Compensation: B21

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, 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.