Deputy Superintendent/Chief of Administration and Finance - Brookline School District

JOB TITLE:                  Deputy Superintendent or Chief of Administration and Finance

DATE REVISED:          November 21, 2024

REPORTS TO:             Superintendent of Schools

POSITION TYPE:         Exempt, Non-Aligned, Salary, 12 months, Full Time

SALARY RANGE:        $175,000 - $190,000           

SKILLS:

• Exceptional communication, presentation, interpersonal and leadership skills
• Proven ability to work collaboratively with district principals and educational leaders in the development and management of the budget, forecasting staffing needs, preparing enrollment projections, and advising in other administrative areas
• Outstanding and proven administration and management skills
• Ability to adapt and learn new software applications that support the service delivery of the Administration and Finance department

QUALIFICATION-REQUIRED:

• Five years of successful senior administrative experience in business operations and human resources with supervisory oversight in a large, complex organization
• Master’s Degree in School Administration, Public Administration, Finance, or Business Administration
• Massachusetts DESE certification highly desirable (Business Administrator); or eligibility to earn credentials
• Willingness to pursue and secure state mandated certificates and registrations
• Knowledge of federal, state, and local laws, rules and regulations governing school administration
• Sound independent judgment in planning, directing and coordinating the work of administrative and professional staff
• Willingness to work extended hours as needed to meet deadlines
• Thorough understanding of site-based management model

PHYSICAL DEMANDS:  

Physically capable of carrying out the daily responsibilities of the job including (but not limited to): consistently multitasking, working and standing for long periods of time, moving supplies, equipment, furniture, etc.  into and out of various spaces, occasionally lifting up to 20 pounds without assistance, moving quickly when needed in response to an emergency, and participating in physical activities if necessary to keep staff, students or others in the safe and out of harm's way.

POSITION OVERVIEW:

This is a senior staff position responsible for the administration of service driven operations within the Public Schools of Brookline which include human resources, finance, operations, and food services. The primary responsibility is to support the Superintendent, District and Building Leaders, and the School Committee by providing high quality data, in a timely fashion, to help inform decision making in areas of oversight. This highlevel executive position is a strategic partner with expertise in aligning resources (human, capital, and financial) to achieve the District’s vision and goals.

ESSENTIAL DUTIES:

Oversee the preparation and administration of the school budget, district financial 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.
• 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
• Presents and communicates the educational plan and how the various funding sources support the achievement of the overall goals.
• 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
• Prepares, maintains and submits, where appropriate, up-to-date state, federal, and Town financial reports on all aspects of the School Department's operations

Oversee operations and controls

• Authorizes funding for vacant positions prior to posting internally or externally
• Directs and controls the annual expenditures, including supervision of the business and payroll offices in the processing of invoices, warrants and payroll
• Oversees 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 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 develop, as needed, sub-contracts with other agencies that will in turn perform under the donations of the particular grant
• Reviews all personnel appointments 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

Oversee Long Range Capital Planning

• Oversees and direct 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

Work closely with the Director of Operations to develop cost effective, high quality building and transportation service programs

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

Other public relations responsibilities

• Liaison with other town departments including Human Resources, Town Finance, Police, Fire, Public Buildings Division, Public Works, etc.
• Work closely with the Deputy Town Administrator on both the annual operating budget and capital budget development
• Serve as a liaison to other state, municipal and federal agencies in all matters associated with the operation and financial management of the school department
• Serve in an advisory role to the Policy Subcommittee of the School Committee

Supervise and evaluate the following staff:

Director of Human Resources
Director of Operations
Director of Finance
Director of Food Services
Executive Assistant

• 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 day-to-day 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

Perform other related duties and tasks as assigned

***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.

The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community. 

The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.