Deputy Superintendent of Administration and Finance

REPORTS TO:              Superintendent of Schools
EVALUATION:             Annually by the Superintendent of Schools
POSITION TYPE:         Exempt, Non-Aligned, Salary, 12 months, Full-Time
SALARY RANGE:         $200,000 – 240,000

POSITION OVERVIEW:
This is a senior staff position responsible for the administration of service-driven operations within the Public Schools of Brookline which include finance, human resources, facilities, and operations (transportation, food services, and data technology systems). The primary responsibility is to support the Superintendent, District and Building Leaders, and the School Committee by providing high quality data and analysis in a timely fashion, and to help inform near and long-term decision-making in areas of oversight. This high-level executive position is a strategic partner with expertise in aligning resources (human, capital, and financial) to achieve the District’s vision and goals in conformance with policies established by the School Committee and with the ultimate purpose of providing support to the educational program, in compliance with all town, state, federal and audit regulations.

Responsibilities include, but are not limited to:

Develop, implement and monitor the annual budget

Develop, implement, and monitor the strategic plan

Supervise Administration and Finance Departments:

Finance (A/P, Payroll, A/R)

Human Resources

Operations (Building Facilities, Transportation and Food Service)

Long range financial forecasting

Long Range Capital Planning

Long range planning and construction projects

Real property acquisition – leased classrooms

Data and Information Systems (enrollment and registration, DESE reporting, systems integration, etc)

QUALIFICATIONS
Citizenship, residency, or work visa required

Current authorization to work in the United States by the first day of employment

Successful completion of Criminal Records Check (C.O.R.I.) and fingerprints required

Education:
Master’s or Doctorate Degree in a related field (School Administration, Public Administration, Finance, or Business Administration)

Professional Certification:
Massachusetts DESE certification required (Business Manager and Superintendent/ Assistant Superintendent of Schools)

Willingness to pursue and secure state mandated certificates and registrations, including MCPPO

Specialized Knowledge:
Knowledge of federal, state, and local laws, rules and regulations governing school administration in Massachusetts

Thorough knowledge of public school finance as required under Education Reform Act (1993), and Municipal Finance Laws promulgated by the Commonwealth of Massachusetts

Thorough understanding of site-based management model

Best practices for public-sector finance, budget development, human resources, operations, and Data/IS systems and related reporting

Thorough knowledge of MUNIS or other comparable system (financial application) and Microsoft/Google Workplace applications, and ability to adapt and learn new software applications that support the service delivery of the Administration and Finance department

Experience:
Minimum of five or more years’ successful senior administrative experience (preferred) in finance, business operations, and human resources with supervisory oversight in a large, complex organization, preferably in a public school district

Experience developing and managing budgets with demonstrated knowledge of special revenue funds, procurement regulations, and related best practices

Experience supervising, evaluating, and building the capacity of administrators, faculty and staff

Willingness to work extended hours and weekends to meet deadlines

Specialized Skills:
Proven ability to work collaboratively with district and school-based leadership, town partners, and stakeholders in the forecasting staffing needs, preparing enrollment projections, and advising in other administrative areas

Sound independent judgment in planning, directing and coordinating the work of administrative and professional staff

Exceptional communication, presentation, interpersonal, and leadership skills

Outstanding and proven administration and management skills

Detail-oriented with strong organizational, time management, and project management skills

Strong analytical skills with proven ability to set priorities, plan ahead and remain proactive

Offers solutions to problems; presents new ideas

Ability to work collaboratively to address concerns and resolve conflict in a professional, courteous manner

Proficient with Microsoft Office suite, Google suite, and computerized systems.

Proficient in using data to guide professional practices and when making recommendations for improvement

Ability to adapt and learn new software applications that support the service delivery of the Office of Administration and Finance

Alternative degrees/experience may be substituted for the above at the discretion of the Superintendent, if such a substitution brings a strong candidate forward.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES OF THE JOB (not limited to)
The information contained in this job description are illustrations of the various types of work performed and are not an exhaustive list of the duties performed for this position. The omission of specific statements of duties does not exclude them for the position if the work is similar, related, or a logical assignment to the position. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.

Oversee the preparation and administration of the school budget, district financial strategic planning and projections, and calculating the financial impact of the strategic plan
Directs the development of the annual budget within guidelines established by the School Committee and the Superintendent of Schools. The budget will display proposed expenditures, staffing, and enrollment information along with narratives and graphics that will allow stakeholders to understand how resources are invested to achieve the strategic plan, school improvement plans, and other goals and initiatives consistent with district goals and priorities, along with state and federal mandates

Presents and communicates the budget when appropriate along with required background and supporting data about how the various funding sources support the achievement of the overall district goals.

Develops a systematic multi-year fiscal and human capital plan with clearly stated assumptions for both short-term and long-term capital and operational expenditures

Prepares, maintains and submits, where appropriate, up-to-date state, federal, and financial reports on all aspects of the School Department’s operations

Supports the Superintendent of Schools, School Committee, Select Board, Advisory Committee, and their respective subcommittees with understanding budgetary requests, construction projects, or other school related operational matters

Serves in an advisory role to the School Committee Finance Subcommittee

Oversee Operations and Controls
Authorizes funding for vacant positions prior to posting internally or externally

Directs staff and controls the annual expenditures, including supervision of the business and payroll offices in the processing of invoices, warrants and payroll

Supervises staff that work with special funds including grants, revolving fund accounts, private funding accounts, Student Activity accounts, gift accounts and scholarship accounts

Formulates protocols and procedures to facilitate the smooth and orderly operation of all departments within the Office of Administration and Finance. operation of the above accounts and in other areas as needed (e.g. collecting and reporting revenue)

Safeguards the district’s assets through implementation of internal controls and ensure adequate accounting records to document compliance with local, state, and federal laws and ordinances

In collaboration with the Town of Brookline’s Director of Public Buildings, oversees and directs the development of long range physical plant improvements to existing schools as well as the planning of renovations and/or new construction as needed to support the educational programs of the district

Oversee Finance
Serves as the fiscal agent for all federal, state and private grants associated with the operation of the schools

In collaboration with grant managers, approves all budgets within grant proposals prior to submission to outside funding sources and review by the School Committee

Negotiates contracts with federal, state and private agencies once the projects have been approved in concept and develops, as needed, sub-contracts with other agencies that will in turn perform under the donations of the particular grant

Reviews all personnel appointments and financial transactions for all grants to ensure compliance with the terms of the grants

Responsible for maintaining financial records for all grants to comply with the various audit requirements of private and public agencies

Oversee Human Resources
Serves as a management member to the Negotiations Subcommittee, the School Committee, and the Bargaining Committee for any collective bargaining or ad hoc committees

Represents the School Committee when negotiating successor agreements as well as impact bargain changes in working conditions

Works with the Director of Human Resources to develop employee handbooks and employee retention programs

Develops a system to comply with reporting requirements and benefit administration per the various Collective Bargaining agreements

Authorizes funding for vacant positions prior to posting internally or externally

Ensures compliance with the Civil Service regulations concerning employment, supervision and discharge of all non-instructional personnel

Participates in conflict resolution and grievances with employees and labor unions

Chairs screening committees for senior leadership positions and principal searches

Oversee Building Services, Transportation, and Food Services Divisions
Works closely with the Director of Facilities and Operations to supervise the operation of the building services, transportation, facility use, and emergency planning

Works closely with the Director of Food Services to develop high quality, cost effective meals and other food insecurity programs

Oversee Long Range Capital Planning
Oversees and directs the development of long-range physical plant improvements to support the educational programs of the school district, including development of fiscal projections and tax impact statements

Oversees the contract management, renewal and procurement of leased classroom space for the district, as necessary

Serves in an advisory role to the Capital Subcommittee of the School Committee

Serves as the school district contact with the Massachusetts School Building Authority

Emergency Response Coordinator
Oversees compliance with all safety protocols and requirements in school buildings

Acts as School Liaison with Police and Fire Department staff on all school safety matters

Conducts district staff training and meetings for the coordination, updating, and training of emergency response protocols

Maintains and updates the Emergency Response manuals and protocols

Member of Town of Brookline Emergency Management Team

Member of Emergency Operations Center – Logistics Team

Other Responsibilities Assigned By The Superintendent
Monitors liaison with other town departments including Town Finance, Police, Fire, Public Buildings Division, Public Works, Information Technology, etc.

Works closely with the Deputy Town Administrator on both the annual operating budget and capital budget development

Serves as a liaison to other state, municipal and federal agencies in all matters associated with the operation and financial management of the school department

Serves in an advisory role to the Policy Subcommittee of the School Committee

Monitors the district Record Access Officer (RAO) under Public Records requests

Attends job-related meetings outside the regular work day

Work with the Deputy Superintendent of Teaching and Learning, and Deputy Superintendent of Student Services.
Direct the overall information technology activities for the district, including multi-year planning, budget development and programming, for WEB presence, Student Information Management System (SIMS), Learning Management System (LMS) and all learning, support and data management applications.

Liaison with the Town/School Information Services including the oversight of Help Desk, relative to support, planning, and integration of technology services for school operations

Supervision and Evaluation Responsibilities:
Provide supervision and evaluation of the following staff:

Director of Human Resources

Director of Operations

Director of Food Services

Executive Assistant to the Deputy Supt. for Administration and Finance

Payroll and Benefits Manager,)

School Comptroller

Director of Data and Information Systems

And other staff in OAF as appropriate

Review employee’s performance, provide feedback, recommendations and support for development and growth as well as counsels and disciplines staff consistent with system policies and procedures

Manages, coordinates, and supervises activities of the Office of Administration and Finance

Provides periodic observations and evaluations that are timely and constructive and completed based on the timetables set by the school district

Offers training and guidance as necessary based on evaluations and organizational needs

Participates in hiring staff and presides over and/or participates in due process meetings related to discipline, grievances, reduction in force, etc.

Works with the Deputy Superintendents, Principals, and Directors to develop new programs which include but is not limited to touring facilities, reviewing policies and procedures, and ensuring that staff have the tools and resources needed to perform the requirements of their job

Any other relative duties and tasks as assigned

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must be able to perform the essential functions of the job satisfactorily and, if requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job, absent undue hardship.

While performing the duties of this job, the employee is regularly required to:

read material from a computer monitor as well as handwritten or printed matter with or without visual aids;

communicate with others so that information received and given is understood and accurately communicated;

communicate and collaborate effectively with students, parents, and other staff members in person, via video conference, on the telephone, and/or in writing;

remain in a stationary position for extended periods of time;

position oneself to maintain and access office materials;

move through the office;

operate a computer and other school/office/educational productivity machinery;

multitask and meet multiple demands from the Superintendent, School Committee, Finance Sub Committee, Town Administration, Town Officials, Building Committees, Town School Partnership, etc.;

lifting up to and including 20 lbs

endure a noise level in the work environment that is moderate.

Candidates must be able to multitask in a fast-paced environment.

Candidates must be organized and able to meet ongoing, time-sensitive deadlines for work production.

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All employees must be vaccinated and maintain full vaccination as a condition of employment or work as an on-site vendor/contractor, unless they receive approval for a documented medical or religious exemption in accordance with relevant state and/or federal law. For a full copy of the Covid-19 vaccination policy please click here.

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PSB is an equal opportunity employer and those responsible for hiring and/or personnel supervision understand that applicants are employed, assigned, and promoted without regard to their race, color, religion, national origin, sex, gender identity, sexual orientation, age, genetic information, ancestry, military status, disability or pregnancy or pregnancy-related condition.

Every available opportunity will be taken in order to assure that each applicant for a position is selected on the basis of qualifications, merit and ability. PSB is proudly a member district of the Massachusetts Partnership for Diversity in Education dedicated to creating an inclusive, supportive and equitable educational community. PSB encourages candidates of all backgrounds and seeks applicants who prioritize and value diversity, equity, and belonging.