Financial Analyst- Procurement (Administration and Finance Office) (SY25-26)
Financial Analyst- Procurement (Administration and Finance Office) (SY25-26)
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Job Description
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 of Duties
The position provides support to the Assistant Director of Finance and Operations in facilitating the purchasing and procurement functions of the department. The employee is responsible for ensuring purchasing activities align with established policies procedures and budgetary guidelines identify trends monitor spending/compliance with budgets. Also performs other related or similar duties as required.
Essential Functions
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 the 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; o Review and Edit scopes of work and requests for proposals drafted by others; o 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 by Finance/Business Office Management.
Supervision Required
Under general direction employee plans and prioritizes the majority of work independently in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.
Accountability
The nature of the work means that errors in administrative work are not easily detected. Consequences of errors including inaccurate information could impact other departments and result in monetary loss interruption of service and poor internal or external customer service.
Judgment
The work requires examining analyzing and evaluating facts and circumstances surrounding individual problems situations or transactions and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies practices and precedents which may be complex or conflicting at times. Judgment is used in analyzing specific situations to determine appropriate actions. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making. Requires understanding interpreting and applying federal state and local regulations.
Complexity
The work consists of a variety of duties which generally follow standardized practices procedures regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved or sought in a particular situation.
Nature and Purpose of Public Contact
Relationships are primarily with co-workers and the public involving frequent explanation discussion or interpretation of practices procedures regulations or guidelines in order to render service plan or coordinate work efforts or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy tact and diplomacy may be required to resolve complaints or deal with hostile uncooperative or uninformed persons.
Confidentiality
Employee has access to some confidential information in the performance of their duties Recommended Minimum
Qualifications:
Education and Experience: Bachelors degree in business administration accounting or a related field and from three up to 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 Abilities and Skill
Knowledge: 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.
Abilities: Ability to communicate effectively orally and in writing. Ability to respect and preserve confidentiality. Ability to work independently and collaboratively. Ability to meet deadlines.
Skill: 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.
Work Environment
The work environment involves everyday discomforts typical of offices with occasional exposure to outside elements. Noise or physical surroundings may be distracting but conditions are generally not unpleasant. Incumbent may be required to work beyond normal business hours in response to emergency situations or to attend evening meetings.
Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the positions essential functions.
Physical Skills
Minimal physical demands are required to perform most of the work. The work principally involves sitting with intermittent periods of stooping walking and standing. May be required to lift objects such as files boxes of papers office supplies and office equipment weighing up to 30 pounds.
Motor Skills
Duties are largely mental rather than physical but the job may occasionally require minimal
motor skills for activities such as moving objects using office equipment including but not limited to telephones personal computers handheld technology and other office equipment.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes.
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:
IC
Employment Type
Full-Time
