Admin Assistant Business Manager of Procurement and Contracts (Business Office) (SY25-26)

About Chelsea Public Schools:

The Chelsea Public Schools (CPS) is a gateway school system that welcomes and educates all students and CPS we believe all children are capable of achieving their personal best by ensuring a safe and supportive environment for school and classroom environments. The school system educates over 6200 students in 11 schools including a pre-K-1st grade school 4 elementary schools 3 middle schools a virtual school and 2 high is a culturally responsive school district. We believe that students learn best when they are engaged in meaningful relationships that fosters and promotes high expectations and risk taking. We are a district of multilingual students where languages are an asset to student development and growth. More information about CPS can be found on our website at Description

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Monitors key cost drivers to identify trends and make recommendations for cost containment.
• Assists with Annual End of Year Financial Reporting.
• Maintains monthly analysis reports monitoring spending to ensure open lines of communications with school departments by tracking encumbrance activity and year to date actual spending.
• Serves as team leader on special projects as assigned by Finance/Business Office Management.
• Maintains annual calendar and database of active District contracts provide regular updates to School Finance administration ensuring timely renewals and bidding.
• Facilitate expedite and monitor the purchasing process for the School Department in accordance with established procurement policies and budget guidelines independently and in collaboration with the Finance/Business Office Management district leadership and the City Procurement and City Auditor as needed including but not limited to:
• Drafting and/or assisting with scopes of work and requests for proposals;
• Review and Edit scopes of work and requests for proposals drafted by others;
• Solicit quotes for proposed purchases;
• Reviews contracts proposed by vendors to assist with identifying provisions not aligned with City and State Laws/policies.
• Works with school departments and vendors to ensure required forms and materials are provided in a timely manner. Including Federal and State Prevailing Wage requests and Vendor Certified Payroll reporting.
• Responds to requests for information from management vendors staff and other interested parties.
• Updates instructions and training materials for District staff seeking to purchase goods or services as needed. Provides training one on one or in groups to expand District understanding of Massachusetts and City of Chelsea procurement processes.
• Assists with Audits and compliance preparation of materials and information for program reviews and audits. Including tracking status of deliverables.
• Ensures adherence of Student Activity Policies posting of funds and expenses to proper accounts/activities.
• Additional duties as assigned bySupervisor or Designee.

Qualifications:

• Bachelors degree in business administration accounting or a related field
• Masters degree preferred
• A minimum of five years of experience with automated accounting systems in a school finance or similar position or any equivalent combination of education training and experience which provides the required knowledge skills and abilities to perform the essential functions of the job.
• Receipt of Massachusetts Certified Public Purchasing Official certificate required within 18 months of hire.
• Knowledge of public accounting and budgeting concepts requisition accounts payable and auditing principles practices and processes
• Knowledge of generally accepted accounting principles (GAAP) Governmental Accounting Standards Board (GASB) standards and applicable Massachusetts General Laws regarding finance and procurement.
• Ability to communicate effectively orally and in writing.
• Ability to respect and preserve confidentiality.
• Ability to work independently and collaboratively.
• Ability to meet deadlines.
• Skills in the use of personal computers and software including financial software word processing and spreadsheet applications.
• Organizational time management and analytical skills.
• Analytical skills to assess current performance and improve processes.
• Attention to detail.

Terms: Minimum $85000 commensurate with experience and qualifications. This is a full-time 12 Month work year; 8 hour day position.

Equal Opportunity Employer:

Chelsea Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race color religion national origin pregnancy gender identity sexual orientation marital/civil union status ancestry place of birth age citizenship status veteran status political affiliation genetic information or disability as defined and required by state and federal laws. Additionally we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Required Experience:

Manager