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Milton Academy Milton, United StatesPosition: · Operations and Finance Coordinator · Department: · Facilities Services · Location: · Facilities Services Building · Hours: · Full-time · FLSA: · Non-exempt · Milton Academy is an independent college preparatory K-12 school, boarding and day in grades 9-12, l ...
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Milton Academy Milton, United StatesJob Description · Job DescriptionPosition: Operations and Finance Coordinator · Department: Facilities Services · Location: Facilities Services Building · Hours: Full-time · FLSA: Non-exempt · Milton Academy is an independent college preparatory K–12 school, boarding and day in ...
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Facilities Operations and Finance Coordinator - Milton, United States - Milton Academy
Description
Job DescriptionJob Description
Position:
Operations and Finance Coordinator
Department:
Facilities Services
Location:
Facilities Services Building
Hours:
Full-time
FLSA:
Non-exempt
Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located just outside of Boston.
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:
The Facilities Services Operations and Finance Coordinator supports the Facilities Services Department by serving as the central point of contact for the Milton Academy community and vendors.
The coordinator is responsible for creating and tracking key information related to projects, including purchase orders, and ensures that invoices are paid.
The coordinator also creates reports related to facilities department-related activities and makes observations and recommendations based on those reports.The coordinator must work collaboratively with all members of the Facilities team and business office, and have a customer service orientation when working with students, faculty, and staff.
Essential Functions and Responsibilities:
Operations – Office Administration and Vendor Management
Answers Facilities Services general phone line; addresses questions and routes open questions to others for resolution
Monitors the Facilities Services email account; addresses questions, responds to billing-related matters, and routes open questions to others for resolution
Greets vendors, issues temporary badges, and oversees the vendor log (sign in/out)
Manages the key request forms; partners with Key Technician for assignments and distributions.
Reviews work orders submitted within work order management system; routes work orders to the appropriate managers and highlights any high priority work orders to the Associate Director for Administration
Initiates and maintains new and existing vendor contracts, insurance certificates, and relevant logs; ensures that all paperwork is up-to-date and in compliance with Milton Academy policy
Partners with Facilities management team in tracking planned and unplanned staff absences through the facilities on-line calendar.
Partners with Associate Director for Administration to facilitate departmental training.
Highlights issues and makes policy refinement recommendations to the Associate Director for Administration
Provides administrative support to the facilities management team, as needed
Financial – Budget and Billing
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
Creates the tracking sheet for annual operating and capital projects and gift-funded projects; assigns codes to projects, verifies budgets, and tracks expenditures, reconciling expenditures and open project orders weekly
Maintains the operational and capital project numbering system
Initiates and issues purchase orders (POs) through the on-line system, both annual and one-time; tracks expenditures against purchase orders and makes recommendations as to when purchase orders should be modified or closed
Assists in managing the facilities department general credit card; allows use of the card as needed and records purchases in the log
Collaborates with the business office as needed to resolve issues
Other
Prepares reports that summarize and indicate issues related to the following central services activities: delivery services, postage, van usage
Serves as a back-up for staff in Central Services, assisting with mail room (including package tracking system), van operations, and any other Central Services tasks, as needed.
Serves as a back-up for the Associate Director for Administration when not availableAttends meetings when needed
Assists with projects and other duties as assigned
Supervision to be received:
Supervised by the Associate Director for Administration within the Facilities Services department.
Supervision to be exercised:
There are no direct reports for this position.
Education/Certification/Licensure
Required:
Associate's degree, or equivalent
Preferred:
Bachelor's degree, or equivalent
Experience
Required:
3 years of administrative experience
Preferred:
6 years of administrative experience, including work with budgets and processing invoices. Experience working with contractors, building services, trades, and/or vendors.
Physical Abilities
Required:
Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.
Other required experience and abilities:
Required:
Highly detail oriented. Ability to be flexible and work collaboratively. Ability to problem solve and prioritize multiple projects and tasks in a fast paced work environment. Must demonstrate computer proficiency including Google Suite, Microsoft word, Microsoft excel, and Adobe.
Must have excellent verbal and written communication skills. Must be able to work collaboratively with internal and external constituencies. Must understand issues of confidentiality. Must be receptive to supervision and professional development. Desire to be a part of a dynamic educational community.
All interested internal candidates must complete an application for promotion or transfer and forward to 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.
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 ethnic origin or any other status protected by applicable law.
