Assistant Director of Budgets at Milton Academy

Position: Assistant Director of Budgets

Department: Business Office and Facilities Services

Location: Facilities Services, Milton Academy Campus, Milton, MA

Hours: Full-time

FLSA: Exempt

Classification: Staff (12-month)

Milton Academy is an independent college preparatory K12 school, boarding and day in grades 912, located just outside of Boston.

Milton Academy cultivates in our students a passion for learning and a respect for others. Milton students grow by developing their own identities, learning from and listening to the lived experiences of others, and living and working among peers whose differences they accept with respect and care.

In our ongoing work to create an environment that confronts bias, injustice, and bigotry, we encourage each other to be open to learning, explore our histories and identities, and seek to understand the world around us with a critical lens. At Milton, we prepare students to partner with their future communities to create a more just world, and to have the courage to speak up and live by our motto, Dare to be true.

Summary of Position:

Reporting to the Director of Budgets, with a dotted line to the Director of Facilities Services, the Assistant Director of Budgets provides all analysis needed to ensure that the Facilities Department and that the School more broadly follows best practices and meets its financial and operational goals. This includes achieving operating and capital budget objectives, tracking future projects and physical plant needs, and providing data and recommendations to drive facilities- and school-related decision making.

The assistant director ensures that the Facilities department follows applicable Milton Academy financial and operational policies and procedures. The assistant director is responsible for ensuring that vendor relationships remain strong and issues contracts and purchase orders and codes and processes invoices. The assistant director also creates reports related to facilities department activities and makes observations and recommendations based on those reports, including potential process and tools / technology improvements.

The assistant director must work collaboratively with all members of the Facilities team and Business Office and have a customer service orientation when working with vendors, students, faculty, and staff.

Essential Functions and Responsibilities:

Financial and Administrative (80%)

Budgeting

• Serves as the budget manager for the facilities department's central services and administration budgets.


• Monitors budget vs. actual performance for the entire department, including all operating budgets and the annual operating and capital project budgets; work with the associate directors and director to ensure a clear understanding of the department's financial performance.


• Meets regularly with the Director and Associate Directors of Facilities to ensure up-to-date information and understanding.


• Supports the Director of Budgets in supporting budgeting and planning for all operational and academic areas.

Planning

• Creates and tracks key information related to capital and operational projects, including deferred maintenance and improvement projects that are part of the department's multi-year planning process.


• Maintains the operational and capital project numbering system.


• Creates the tracking sheet for annual operating and capital projects and gift-funded projects; assigns codes to projects, verifies project budgets with project managers, and ensures that project managers are tracking expenditures.


• Updates the capital tracking sheet with accounting reports, reconciling expenditures and open project orders weekly, following up with the Director and Associate Directors to ensure that any issues are quickly resolved.


• Completes special projects related to budget-related questions across the school, at the direction of the Director of Budgets.

POs and Invoicing

• Issues contracts and purchase orders (POs), both annual and one-time; tracks expenditures against purchase orders and makes recommendations as to when purchase orders should be modified or closed.


• Processes facilities services departmental accounts payable, following all accounts payable policies and procedures; ensures that bills are not paid until appropriately signed off and assigned a general ledger code. Electronically marks all invoices as received.

Vendors

• Maintain vendor policies and procedures and ensure that they are followed; ensure that the Facilities Operations and Administrative coordinator has fully reviewed vendor paperwork and is up-to-date (contracts, insurance, etc.)

Operations

• Creates and/or reviews reports to ensure an understanding of department activity levels and responsiveness, including work order completion rates and other asset-related information; review data with Building Maintenance Manager and Associate Directors to identify recommendations and/or changes accordingly.


• Prepares reports that summarize and indicate issues related to central services activities: delivery services, postage, van usage.

Credit card

• Assists in managing the facilities department general credit card; allows use of the card as needed and records purchases in the log, collecting all receipts.


• Reconciles monthly credit card statements, properly coding each item and attaching receipts.

Other (20%)

• Collaborates with the business office as needed to resolve issues.


• Highlights issues and makes policy refinement recommendations to the Director of Budgets and Director of Facilities Services.


• Maintains and updates the policies and procedures manual relevant to the functions above.


• Supports the Director of Budgets in institution-wide analyses as needed.


• Supports the Director of Facilities Services and Associate Directors in responding to complex questions and issues, as needed.


• Serves as a back-up for the Facilities Operations and Administrative Coordinator.


• Other duties as assigned

Supervision to be received: Supervised by the Director of Budgets within the Business Office, with dotted line supervision from the Director of Facilities Services.

Supervision to be exercised: There are no direct reports for this position.

Education/Certification/Licensure

Required: Bachelor's degree

Preferred: Bachelor's degree in Accounting or Finance

Experience

Required: 6 years of administrative experience, including work with budgets, multi-year planning and processing invoices

Preferred:

Experience working with contractors, building services, trades, and/or vendors

Experience working with Blackbaud and/or another financial system

Competencies

Required:

• Comfort with analyzing data, summarizing results, and drawing logical conclusions.


• Highly organized.


• Highly detail oriented.


• Ability to be flexible.


• Ability to problem solve and prioritize multiple projects and tasks in a fast paced work environment.


• Excellent verbal and written communication skills.


• Demonstrated computer expertise, including GoogleSuite, Microsoft Word (including using multiple analytical tools within Excel), and Adobe PDF.


• Ability to work collaboratively with internal and external constituencies.


• Understanding of confidentiality and related issues.


• Receptive to supervision and professional development.


• Desire to be a part of a dynamic educational community.

Physical Abilities

Required:

• Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.


• Must be able to move around the Milton Academy campus without restriction.


• Must be able to lift up to 10 pounds.

All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.

The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or

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