Fiscal Coordinator

Waltham Public Schools•Waltham, MA

4d•$110,000 - $125,000

About The Position

Fiscal Coordinator Position Overview : The Fiscal Coordinator will assist the Assistant Superintendent for Finance and Operations in all aspects of the district's financial and business services. Essential Duties & Responsibilities : (The essential functions or duties 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.) Assists the Assistant Superintendent for Finance and Operations in all items relating to the business and financial affairs of the district; Assists the Assistant Superintendent for Finance and Operations in the preparations of annual budgets, financial reports and studies required in the operation of the school system; Regularly coordinates with the Manager of Payroll; Responsible for coordinating the completion the School Department's End of Year Financial and Statistical Report for submission to the Massachusetts Department of Elementary and Secondary Education, and prepares such other school financial reports as the DESE may require; Assists with the implementation of payroll/salary lines for state, federal and private grants; Assists the Superintendent and Assistant Superintendent for Finance and Operations in collecting and processing various types of data for use in collective bargaining negotiations, budget projections, long range planning or other computations; Works with the Assistant Superintendent for Finance and Operations in maintaining an employee database file for use in preparing reports, analyzing staffing and measuring its effect on the budget; Works with the Assistant Superintendent for Finance and Operations to ensure proper budgetary procedures are maintained in all funding sources; Maintains working knowledge of all collective bargaining agreements and individual employment contracts, as they apply to payroll and benefits, to ensure compliance and application; Oversees the processing of the Massachusetts Teacher's Retirement Board deduction reports and payments; Works with the departments to ensure that all expenditures and receivables are coded properly and are recorded to the most appropriate budget line; Organizes expenditures so that they are properly directed against any "special" accounts and/or budget lines (i.e. grants, receipts, etc.); Maintains, on an on-going basis, employee Payroll Budget Database for all school employees used to make the projections for the preparation of the Annual School Budget; Works with Assistant Superintendent for Finance and Operations to implement payroll/salary lines for State, Federal and private grants to ensure that all salary funds are expended in accordance with the grant budget; Offers assistance to the Payroll and Accounts Payable/Receivable staff to create applications and layouts to assist them in completing their job tasks; Communicates with other municipal departments (treasury, auditing, personnel, and accounting office) on payroll, payable, receivable and grant related issues and matters. Provides school-related data as requested and appropriate; Plans and implement policies and procedures related to the effective financial management of grants including setting up grant accounts within the existing financial management system; Oversees the monthly drawdown request and the completion of the grants final fiscal year reports; Processes any grant amendments in cooperation with grant managers/directors; Assists in the training of other staff in using a financial management system and appropriate procedures for managing Student Activity Accounts; Prepares any and all grant reports required by the Federal and State Agencies; Other duties as assigned by Assistant Superintendent for Finance and Operations or the Superintendent of Schools.

Requirements

Degree in Business Administration, Accounting or Finance, with preference for municipal or school department accounting and budgeting experience, and hold (or be eligible for) a school business administrator license
Possesses strong reporting and analytical skills, be capable of developing clear programmatic outcome measures and have operational knowledge and understanding of accounts payable and payroll processing
Possesses strong computer skills and expertise in the use of Microsoft Office and Google Suites and municipal financial software applications (ie MUNIS)

Responsibilities

Assists the Assistant Superintendent for Finance and Operations in all items relating to the business and financial affairs of the district
Assists the Assistant Superintendent for Finance and Operations in the preparations of annual budgets, financial reports and studies required in the operation of the school system
Regularly coordinates with the Manager of Payroll
Responsible for coordinating the completion the School Department's End of Year Financial and Statistical Report for submission to the Massachusetts Department of Elementary and Secondary Education, and prepares such other school financial reports as the DESE may require
Assists with the implementation of payroll/salary lines for state, federal and private grants
Assists the Superintendent and Assistant Superintendent for Finance and Operations in collecting and processing various types of data for use in collective bargaining negotiations, budget projections, long range planning or other computations
Works with the Assistant Superintendent for Finance and Operations in maintaining an employee database file for use in preparing reports, analyzing staffing and measuring its effect on the budget
Works with the Assistant Superintendent for Finance and Operations to ensure proper budgetary procedures are maintained in all funding sources
Maintains working knowledge of all collective bargaining agreements and individual employment contracts, as they apply to payroll and benefits, to ensure compliance and application
Oversees the processing of the Massachusetts Teacher's Retirement Board deduction reports and payments
Works with the departments to ensure that all expenditures and receivables are coded properly and are recorded to the most appropriate budget line
Organizes expenditures so that they are properly directed against any "special" accounts and/or budget lines (i.e. grants, receipts, etc.)
Maintains, on an on-going basis, employee Payroll Budget Database for all school employees used to make the projections for the preparation of the Annual School Budget
Works with Assistant Superintendent for Finance and Operations to implement payroll/salary lines for State, Federal and private grants to ensure that all salary funds are expended in accordance with the grant budget
Offers assistance to the Payroll and Accounts Payable/Receivable staff to create applications and layouts to assist them in completing their job tasks
Communicates with other municipal departments (treasury, auditing, personnel, and accounting office) on payroll, payable, receivable and grant related issues and matters. Provides school-related data as requested and appropriate
Plans and implement policies and procedures related to the effective financial management of grants including setting up grant accounts within the existing financial management system
Oversees the monthly drawdown request and the completion of the grants final fiscal year reports
Processes any grant amendments in cooperation with grant managers/directors
Assists in the training of other staff in using a financial management system and appropriate procedures for managing Student Activity Accounts
Prepares any and all grant reports required by the Federal and State Agencies
Other duties as assigned by Assistant Superintendent for Finance and Operations or the Superintendent of Schools