The Assistant Superintendent for Finance and Operations is responsible for the overall management of the district's business functions, including financial planning, budgeting, purchasing, and the supervision of operations, maintenance, transportation, and food services. Reporting directly to the Superintendent of Schools, this role requires collaboration with district administrators and maintains strong community relationships to ensure transparent and effective management of district resources.

Duties and Responsibilities:

Budget Management

• Coordinates preparation of the budget and assists key administrators in review of the budget
• Coordinates the presentation of, justification for, and preparation of additional analyses required to understand the budget proposal for action by the Board
• Prepares analyses of program costs and methods of financing, including long-range projections of requirements
• Lead the preparation, documentation, and presentation of the district budget, working closely with administrators to review budget proposals and assess program costs.
• Oversee budget publication and distribution as approved by the Superintendent and Board.
• Engage with community stakeholders to communicate district financial needs and impacts.
• Provide detailed budget proposals, justifications, and analyses for Board review and approval.
• Monitor budget execution, implementing controls as necessary, and prepare long-range financial projections.

Purchasing and Procurement

• Oversee purchasing of supplies and equipment through competitive bidding, quotations, and negotiations, ensuring cost-effective and compliant procurement practices.
• Track price trends, market conditions, and new products to optimize district purchasing decisions.
• Prepare and manage bidding documents, requisitions, and inventory of district assets.

Financial Planning and Reporting

• Prepare and submit state reports, performing audits and revisions as needed.
• Manage financial records and compliance reporting for capital projects, ensuring voter-approved budgets are maintained.
• Oversee district cash flow, initiating short-term and capital project borrowing processes as needed.
• Provide financial projections and analyses for labor negotiations, supporting the Superintendent and Board, and negotiating with non-instructional staff as required.
• Review monthly financial reports, including the Treasurer’s report and budget status reports.
• Monitor grants, federal, and state funding applications, and ensure timely compliance with reporting requirements.
• Manage district investments, tax warrant preparation, and equalization processes to optimize tax allocations.

Non-Instructional Operations Management

• Supervise operations, including maintenance, transportation, food services, and the business office, ensuring compliance with district and state regulations.
• Lead the recruitment, selection, assignment, and evaluation of personnel in non-instructional areas, ensuring compliance with Albany County Civil Service regulations.
• Coordinate facility use by outside organizations, aligning appropriate staff resources.

Human Resources and Labor Relations

• Address attendance, performance, and labor relations matters among non-instructional staff, coordinating with union representatives as needed.
• Ensure compliance with federal and state labor laws and health and safety regulations, including risk management and record-keeping for hazardous materials.
• Administer health and dental insurance programs for district employees, ensuring compliance with all benefit policies and regulations.

Miscellaneous Duties

• Conduct studies and analyses as assigned by the Superintendent.
• Represent the district in relevant meetings and serve as a resource on financial matters at Board of Education meetings.
• Performs additional duties as assigned by the Superintendent.
• Business Office Operations:
  • daily oversight of business office operations including accounting, accounts payable, payroll, insurance, human resources, etc. recommend best practices for current operations, and increase the functionality of operations

Qualifications:

1. Educational Requirements
   • Master’s degree in educational administration, school business administration, public administration, finance, or a related field.
   • Certification as a School Business Administrator (SBA or SBL) or School District Leader (SDA or SDL) in New York State.
2. Experience Requirements
   • Preferred progressive experience in educational administration, school finance, or a comparable setting, including budgeting, financial planning, and resource allocation.
   • At least two years in management or supervisory experience overseeing operations, which can include but not be limited to maintenance, transportation, or food services within a school district or similar environment.
3. Key Competencies and Skills
   • Demonstrated expertise in financial analysis, budget management, and strategic financial planning, with a thorough understanding of Generally Accepted Accounting Principles (GAAP) and familiarity with financial software systems.
   • Knowledge of New York State education laws, Albany County Civil Service regulations, and federal and state health and safety standards.
   • Strong communication, negotiation, and stakeholder engagement skills, with experience working collaboratively with a Board of Education, administrators, and community members.
   • Practical knowledge of non-instructional areas, including facilities management and labor relations.

4. Preferred Qualifications
   • Additional certifications, such as Certified Public Accountant (CPA), Certified Government Financial Manager (CGFM), or Certified School Business Official (CSBO), are preferred but not required.
   • Evidence of ongoing professional development in school finance, leadership, or related areas.
   • Proficiency with financial management and enterprise resource planning (ERP) software commonly used in school districts.