Job Description:
Department: xS.T.R.E.A.M. Minds Academy (xMA) Business Office
Reports to: Executive Director
Work Year: 220-day per year work calendar (July–June) Salary
Range: Commensurate with experience
GENERAL SUMMARY
Under the direction of the Executive Director, the Director of Finance and Operations will be a thoughtful and collaborative steward of school resources to maximize educational services and operations. Essential functions of the Director of Finance and Operations include, but are not limited to, oversight of: financial planning and fiscal management, budgeting and accounting, human resources and payroll services, facility maintenance and operations, food service, and purchasing.
The Director of Finance and Operations will work closely with back-office support teams for finance, HR, compliance, and operational services. This includes managing contracted services such as IT support, facilities vendors, and procurement partners. The Director will also monitor budget expenditures, prepare financial reports and statements, collaborate with internal and external partners to deliver high quality financial customer service, supervise classified facilities and operations staff, and serve as a knowledgeable resource and thought partner to senior leaders and the Board of Directors.
GENERAL RESPONSIBILITIES
Plan, organize, control, and direct the projects, activities, and functions of financial services, operations, and risk management/benefits.
Oversee business operational services such as facilities, food service, maintenance, payroll, accounting, budgeting, and auditing to ensure the financial viability of the school.
Collaborate with and oversee back-office providers supporting financial management, payroll, HR, and compliance functions.
Develop, evaluate, and make recommendations to the Executive Director, Board of Directors, and others regarding policies and procedures governing the business operations of the school.
Attend and present monthly financials / budget reports at Finance Committee and Board meetings; interpret financial impact of proposals and programs, as needed.
Implement finances and budgeting for the school.
Oversee purchasing, deposits, and disbursements for all school accounts.
Maintain regular communication and advise the Executive Director in all areas of responsibility.
Supervise and evaluate classified facilities and operations staff; develop goals and plans for employee performance improvement, provide feedback, and complete summative evaluations in collaboration with the Executive Director.
Assist in the implementation of school goals and program development, as related to school finance and operations.
ESSENTIAL JOB ACCOUNTABILITIES
Finance
Work with the xMA Executive Director and the Finance Committee to create and oversee the school ’s annual budget and any mid-year revisions.
Work closely with the Board Treasurer to produce budget schedules.
Prepare monthly financial statements/materials for the Finance Committee and Board review.
Assist with department budget development and monitor budget expenditures.
Act as purchasing agent for xMA.
Oversee back-office support team’s data entry and bill paying processes.
Manage deposits, payments, and regular reports for school, club, and parent association accounts.
Work with the xMA Director of Special Education regarding required budgeting and spending reports.
Assist the xMA Development Director and/or the Executive Director in applying for public grants and pursuing new funding opportunities.
Act as head liaison regarding grants and fundraising approval.
Attend regular and special meetings of the Finance Committee and Board; present monthly financials and budget reports and interpret the financial impact of proposals and programs, as needed.
Compliance
Oversee and monitor controls over financial reporting, including documented procedures and policies to ensure compliance with GAAP. This includes proper segregation of duties.
Prepare financial and budget reports required by the state, administration, federal agencies, and the Board of Directors.
Oversee annual audits.
Ensure timely approval and submission of documents and applications involving school finances, insurance, and legal obligations (e.g., Special Education).
Work closely with the Food Service Coordinator and school meals vendor to ensure compliance with the National School Lunch Program and Alabama’s wellness policies.
Operations
Work closely with the Facilities Manager to establish measurable goals for building/grounds cleanliness and manage ongoing maintenance and facility improvement efforts, including coordination with external vendors as needed.
Manage furniture and equipment inventory, repairs, and orders, working closely with the Facilities Manager regarding assembly, maintenance, and storage.
Manage requisition process: orders, payments, tracking, delivery.
Manage site technology infrastructure, including maintenance/inventory of photocopiers, printers, access control, and phone systems, in collaboration with contracted IT support teams.
Work closely with the Director of Special Education to coordinate services contracted through the LEA or third-party providers for the Special Education program.
EDUCATION
Bachelor’s degree preferred, or a combination of education, experience, and training which would indicate possession of the required knowledge, skills, and competencies listed herein.
WORK EXPERIENCE
Minimum of 5 years of finance and/or accounting management experience required.
Experience working in charter schools, education, or non-profits preferred.
KNOWLEDGE, SKILLS, AND COMPETENCIES
Principles and techniques of leadership, organization, supervision, budgeting, accounting, personnel administration, and management.
Generally Accepted Accounting Principles (GAAP).
Applicable laws, codes, regulations, policies, and procedures.
Computer-based software use (e.g., Microsoft Word, Excel, PowerPoint, Google tools, QuickBooks) and other systems, as required.
Attention to detail and accuracy.
Ability to function as a positive, contributing team member.
Excellent collaboration, verbal and written communication skills.
Motivated to seek out answers, generate ideas, and develop new skills.
Thoughtful, reflective, diplomatic with a high level of integrity, confidentiality, and professionalism.
PHYSICAL DEMANDS
Regularly required to sit, stand, walk, talk, hear, operate a laptop and other office equipment, reach with hands and arms, and occasionally lift and/or move up to 15 pounds. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
NONDISCRIMINATION STATEMENT
xS.T.R.E.A.M. Minds Academy is committed to a policy of equal treatment for all individuals applying for employment. xMA does not allow discrimination, intimidation, harassment (including sexual harassment), or bullying based on a person’s actual or perceived race, color, ancestry, nationality/national origin, immigration status, ethnic group identification/ethnicity, age, religion, marital status, pregnancy/parental status, physical or mental disability, sex, sexual orientation, gender/gender identity/gender expression, genetic information, medical information, or association with a person(s) or group with one or more of these actual or perceived characteristics.
For questions or complaints, please contact the Executive Director at mcapehart@xstreammindsacademy.com