Assistant School Business Administrator

CHELMSFORD PUBLIC SCHOOL DISTRICTChelmsford, MassachusettsPosition: Assistant School Business AdministratorGeneral Overview: Under the direct supervision of the Director of Business and Finance, the Assistant School Business Administrator is responsible for supporting all administrative functions related to the business operations of the Chelmsford Public Schools, supporting outstanding programming while maintaining fiscal responsibility.Qualifications:

• Bachelors degree in business, accounting, finance, management or other related field from an accredited college or university
• A minimum of five (5) years successful experience in accounting or finance; municipal accounting or finance experience preferred
• Licensure valid for service as a School Business Administrator in the Commonwealth of Massachusetts (preferred). If the candidate does not currently possess the license, the candidate will complete the licensure requirements by June, 2025.
• Experience with integrated municipal accounting/financial software, MUNIS experience preferred
• Demonstrated knowledge of relevant local, state and federal laws and regulations related to school district operations
• Excellent communication and collaboration skills, including speaking and writing, including the effective utilization of computers, technology and information management tools (Microsoft Office, MUNIS and QuickBooks preferred)
• Excellent organization, presentation and interpersonal skills with the ability to multi-task and complete assignments in a timely manner
• Demonstrated ability to work independently to complete multiple tasks in a timely manner and set priorities in a deadline-based environment
• Good judgement, problem solving skills, and the ability to maintain objectivity and fairness in dealing with people
• Willingness to perform all duties with transparency
• Citizenship, residency or work visa in the United States required.

Responsibilities:The Assistant School Business Administrator will assist the Director of Business and Finance in the operation of all aspects of school district management including, but not limited to the following:

• The review and preparation of warrants for school committee approval and signature
• The preparation of monthly expenditure reports and budget projections for local and grant funds through the accounting system with appropriate and detailed supporting evidence
• The collection, recording, and dissemination of all information related to the payment of fees charged in the district, including student user fees, student activity accounts, student fundraising, and program tuitions
• The reconciliation of revolving, special revenue accounts, expenditures and encumbrances with the Town of Chelmsford
• The management of federal and state appropriations for special services (i.e. food services, special education tuition, transportation)
• Assist with the preparation, presentation, monitoring, and reporting of the annual school department operating and capital budgets, grant funds and revolving funds
• Administration of the district-wide system for monitoring grants, including the submission of grant applications, receipt of funds, establishment of grant budgets, expenditure of grant funds, filing of grant amendments, request for grant funds, and the filing of required financial reports (including the final expenditure and end of year reports)
• Assists with the development, preparation and implementation of all grant contracts as well as the preparation of specifications for all grant Request for Proposals (RFPs) and/or bid solicitations
• Ensures proper grant fund budgets and financial records are maintained to meet state and federal audit requirements
• Provides training to school department staff on the use of municipal accounting/financial systems and software
• Exhibits leadership qualities to assist Business Office staff with questions and problem solving in a patient and helpful manner and supervise Business Office clerical and support personnel when applicable
• Assist with the preparation and supporting schedules used in completing the End of Year Report submitted to the Massachusetts Department of Elementary and Secondary Education
• Work collaboratively with the Business Office team an the Town Accountant's office in the review of the general ledger activity and budget vs actual revenue and expenditures
• Prepare documentation (Schedule of Payments to the Treasurer) regarding bank deposits and recording revenue to the different funds(revolving, special revenue and general fund) on a weekly basis
• Manage student activity account ledger (in QuickBooks) for the high school and both middle schools and make recommendations for improvements
• Provide backup support with the bi-weekly payroll functions and related payroll reports and attendance reports and work with vendor(s) to correct software problems that arise in the payroll process for both salaried and hourly employees
• Aide independent auditors in their performance of annual and other audits; answers questions, locate material, explain procedures and policies as requested
• Manage Medicaid Special Education reimbursing on a quarterly basis
• Performs such other duties as may be assigned from time to time by the Director of Business and Finance

Reports to: Director of Business and FinanceSupervises: Business office clerical and support personnel when applicableWork Year: This is a full-time, 12 Month, salaried position