Finance and Operations Coordinator for Student Services - 1.0 FTE - SY 25/26

Wellesley Public Schools•Wellesley, MA

38d

About The Position

The incumbent provides broad budgetary, financial, and operational support to the Student Services department and the Director of Student Services with a focus on district, Special Education, and DESE regulatory compliance.

Responsibilities

Maintains invoice/billing, spend down sheets, and current spreadsheet of Out of District Students, (with assistance from Out of District Coordinator), in order to continuously monitor the Out of District budget.
Assume primary responsibility for contract compliance, tuition payments, and monitoring attendance for Out-of-District Students.
Responsible for all tasks associated with Circuit Breaker: o Review of IEPs for reporting compliance. o Monitors and ensures complete data management/entry. o Files confidential student claims for reimbursement. o Submits DESE authorization for 1:1 approval annually. o Maintains appropriate files for annual Circuit Breaker. o Responds to DESE inquiry after claim is submitted, as necessary. o Prepares and responds in the case of a district Circuit Breaker audit, as necessary.
Coordinate purchasing for the department and creates and submits requisitions to the Business Office, ensuring that the quantities and unit price are correct and pursuant to State rates for Out-of-District tuitions and/or with vendors for any other supplies or services.
Reviews purchases and authorizes payment for all elementary and district-wide Student Services orders. Tracks spending across all Student Services accounts and levels to monitor budget compliance and optimize opportunities.
Prepares contracts, purchase orders, and review/approve invoicing for all third-party service providers.
Provides financial analysis and support to Director of Student Services to assist in annual budget development, including projections for the Out-of-District tuition expense, support staff requests, and assistive technology.
Monitors support staff employment by school and program to ensure budgetary compliance and to provide support to Director of Student Services and Department Heads about position availability to respond to student needs.
Assists Administrators in the maintenance and compliance of legal settlements including submission of paperwork for reimbursement.
Coordinates Safety Care training for all applicable Student Services staff ensuring compliance for annual recertification, including trainer recertification. Reviews timesheets for Payroll.
Responsible for grant duties as follows: o Monitoring spending and available balance of grants received by the District within Student Services, o Ensuring timely completion of time and effort sheets. o Prepare amendment information to be submitted to the Business Office or applicable agency.
Additional job responsibilities include the record keeping and filing of information relative to: o Medicaid reimbursement. o Proportionate Share. o Vocational Schools.
Any other duties assigned by the Director of Student Services and/or other Special Education Administrators.
Participates in DESE trainings as appropriate.