POSITION___________________________________________________________

Assistant to the Director of Finance and Operations

Full-time

Individual Contract

Salaried, 72-78K

REPORTS TO_________________________________________________________________

Director of Finance and Operations

NATURE AND SCOPE______________________________________________________________

The Assistant to the Director of Finance and Operations supports the Director with implementation of all financial and business operations, as well as support for all operational functions of the Westwood Schools such as Facilities, Food Services, and Buses. Functions performed by the Westwood Schools Business Office include but are not limited to: budgeting, capital project management, payroll, purchasing, accounts receivable, accounts payable, grants management, inventory control, data processing, and scheduling. 

ESSENTIAL FUNCTIONS / RESPONSIBILITIES____________________________________________

The essential duties of this position include:

Bargaining and Budget Support

• Gathering, analyzing, and organizing data and proposals in preparation for collective bargaining
• Generating financial reports to support both development and administration of budgets
• Tracking budget proposals from cost centers in preparation for budget development 

Purchasing and Accounts Payable Support 

• Contributing to development and publication of documents for bids or requests for quotes 
• Tracking of contract documents and monitoring of contracts for larger procurements, including capital projects or consulting and service engagements
• Processing purchase orders and the accounts payable warrant for revolving accounts and/or gift or grant accounts
• Troubleshooting complex procurement issues across variety of funding sources

Financial Transactions 

• Processing and tracking online and phone payments through the procurement card
• Managing receipts and refunds for various revenue-generating programs
• Preparing financial transaction reports for the Town’s Treasurer or Accountant
• Management of funds that cross funding sources, such as gift account, student activity accounts, and Town funds
• Bank deposits and journal entries to transfer budget or expenditures

Administrative Tasks

• Setting a welcoming, professional, and efficient workplace culture in the Business Office
• Problem-solving and responding to questions via phone and email 
• Communicating with families and the Bus Coordinator with respect to bus concerns, delays, etc
• Communicating and scheduling meetings on behalf of the Director of Finance and Operations

In addition to the functions above, the candidate must perform other duties, tasks, and responsibilities as assigned by the Director of Finance and Operations.

QUALIFICATIONS_____________________________________________________

Required

• At least three (3) years experience in an administrative or business office setting.
• Facility with Google suite, Microsoft Office suite, Zoom, or similar software tools. 
• Screening by means of Criminal Offenders Record Investigation (CORI) and Statewide Applicant Fingerprint Identification (SAFIS) review.

Preferred

• Bachelor’s degree.
• Evidence of progressive responsibility or professional growth.
• Demonstrated facility with the use of tools such as Google sheets or Excel.
• Experience in a school, municipal, or non-profit organization. 
• MCPPO (Massachusetts Association of Public Purchasing Officials) coursework. 

KNOWLEDGE, ABILITY, AND SKILL_____________________________________________________

• Analytical skills, including discerning analysis of data and ability to interpret financial information.
• Organizational skills, the ability to determine work priorities, and make rapid and appropriate decisions, as appropriate.
• Strong communication skills, including the ability to provide clear verbal and written communication in a courteous and professional manner.
• Attention to detail.
• Ability to accomplish tasks independently with limited supervision.
• Ability to preempt breakdown and/or problem-solve issues by being attentive and strategic.
• Ability to collaborate effectively with colleagues and maintain effective working relationships with all stakeholders.

PERSONAL QUALITIES___________________________________________________________

• Applies professional judgment and discretion well. 
• Exhibits equilibrium even when confronting urgency or pressure. 

PHYSICAL REQUIREMENTS_______________________________________________________

• Sufficient vision to read printed documents and process email or spreadsheets and financials on a computer screen for extended periods. 
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation both indoors and outdoors, despite some background noise.
• Ability to stand or sit for sustained periods, as well as occasionally lift 20-30 pounds. 
• Ability to operate personal computers and standard office equipment.

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 essential functions. 

OTHER______________________________________________________________

The Westwood Public Schools is committed to ensuring that applicants are recruited, hired, and promoted on the basis of qualifications, merit and ability to meet the job demands without regard to race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, or military status. 

This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and the requirements of the job change.