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CAPITAL FACILITIES FISCAL AND PURCHASING MANAGER

San Mateo Union High School District San Mateo ,CA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: APPLICATION PROCEDURES: To be considered for an interview, applicants must apply online at https://www.edjoin.org/Home/DistrictJobPosting/1329106 by October 1, 2020. EXCELLENT FRINGE BENEFITS with District-paid premiums which includes medical, dental, life, vision, long term-disability, and CalPERS retirement. WORK YEAR: 12-month position = 222 work days WORK HOURS: 37.5 Hours per week; 7.5 Hours per day Please visit https://www.smuhsd.org/Page/2322 for more information (ref. Posting#3015). JOB SUMMARY: Under the direction of the Deputy Superintendent Business Services, the Capital Facilities Fiscal and Purchasing Manager supervises assigned personnel consisting of an Accounting Technician and an Accountant. The incumbent provides direction and support to personnel in the areas of account payable, accounts receivable, budget/financial monitoring, and contracts and reporting, performs duties and responsibilities as required for the fiscal management of District’s capital facilities projects including Measure O and Measure M bonds, Deferred Maintenance and Burlingame Aquatic Center. In addition, the Capital Facilities and Purchasing Manager organizes, coordinates, and performs technical purchasing services associated with the procurement of materials, supplies, equipment and services for use by the District; prepares and processes specifications for bids and quotations as required; facilitates and monitors open purchase orders and specific product and service contracts. Performs a variety of technical duties involved in the purchasing of various supplies, equipment and services for the District Office and schools, assuring timely delivery of goods and services according to established policies, regulations, and procedures. The incumbent uses best practices and principals in all aspects of purchasing, including contract management and negotiating for competitive pricing. The incumbent performs other duties as assigned. ESSENTIAL FUNCTIONS: 1. Plan, organize and direct the activities of accounting technician in the areas of accounts payable and accounts receivable. 2. Assist in monitoring and auditing accounting functions to ensure that established operational procedures and local State and Federal laws are followed. 3. Manage internal and external audit responsibilities. 4. Work collaboratively with the District Construction Manager to resolve issues including budget, and payment issues. 5. Advice and train staff in financial record keeping and audit techniques, and budget monitoring and control. 6. Select, train and evaluate accounting technician. 7. Oversee the submission of state applications for new construction, modernization, deferred maintenance and District eligibility. 8. Review appropriate escrow documentation. 9. Prepare, review and monitor all capital budgets. 10. Work with local and state agencies in preparing plans and documents, and obtaining approval of plans and documents for all school construction. 11. Maintain District records for all construction projects. 12. Prior to commitment of any capital facilities funds, review and analyze fiscal and contract transactions to ensure conformity with budget projects that have been developed by the Construction Manager. 13. Assume responsibility for cash flow management of capital facilities projects to ensure that there are sufficient funds available prior to the commitment of projects and contracts. 14. Initiate Certificate of Participation Payments. 15. Authorize release of capital facilities funds for payment work. 16. Analyze bond fiscal transactions to ensure that expenditures are in compliance with law. 17. Compile and review account reconciliation, accounts receivable and payable, daily entries, purchase orders, and other expenditure to ensure proper posting and that spending is not exceeding capital projects available funds. 18. Review postings of all bond financial transactions and make corrections as needed. 19. Reconcile bond financial records to actual. 20. Prepare information and a variety of financial reports for District staff, District consultants, the Board of Trustees, and the public, including the Citizens’ Oversight Committee. 21. Work with and provide information to independent auditors for the annual audit of bond program financial records. 22. Ensure contracts comply with appropriate public contracting requirements. 23. Monitor, and take appropriate action, on contractor/subcontractor/supplier stop notices and other notices relating to payment for completed capital facilities work. 24. Represent the District in meetings with the Board of Trustees, Citizens’ Oversight Committee, and general public as required in matters relating to the financial management of Measure O, M and D Bond Programs. 25. Purchase equipment, supplies and services for the District per established policies. 26. Review requisitions and processes purchase orders on a computer for supplies, materials, and equipment; inspect orders to assure accuracy, completeness and proper cost calculations, resolving discrepancies as needed. 27. Prepare and process specifications for bids and quotations as required; evaluate responses and recommend selection of vendors to Deputy Superintendent Business Services; and prepare formal briefs regarding bids and quotations. 28. Prepare service contracts. 29. Research and evaluate vendors and other sources of supply; obtain written or verbal quotations and bids for supplies, materials and equipment; and confer and negotiate with vendors concerning price, specifications, product information, availability, deliveries, services and other related matters. 30. Compile information and prepare and maintain a variety of records, reports and files related to purchase orders, requisitions, vendors, inventory and assigned duties; maintain and update vendor lists. 31. Research and maintain current knowledge of new products and services useful to the District. 32. Place legal advertisements in newspapers as needed. 33. Develop RFPs incorporating warranty issues that safeguard the District. 34. Negotiate with vendors for competitive best pricing. 35. Track inventories and analyze consumption usage. 36. Coordinate with vendors drop ship delivery schedules that accommodate the District’s limited storage capacity. 37. Arrange for disposal of surplus property through re-issue and/or public sale or auction. 38. Oversee the Burlingame Aquatic Center. EDUCATION AND EXPERIENCE: § Equivalent of B.A. degree or higher with emphasis on accounting and/or business. § Three years of responsible account supervision and experience with computerized accounting systems, preferably in construction and/or government agency. KNOWLEDGE OF: § Understand contracting for construction and professional services by California public agencies. § Understand the process of changing or amending contracts. § Familiarity with California Accounting Manual and California SACS Manual. § Familiarity with California Public Contract Law. § Understand management of public funds for capital programs. § Understand change order process and amendments. § Understand cash flow. § Understand construction and consulting contracts. § Government accounting laws and regulations of special projects. § Financial recordkeeping, procedures and methods. § Proper auditing procedures and financial reporting. § Methods and practices of statistical and financial recordkeeping and financial terminology. § Computer accounting systems. § Microsoft Word and Excel or equivalent programs. SKILLS AND ABILITY TO: § Apply specific bond budget, accounting and fiscal procedures and policies to practical situations. § Oversee the fiscal accounting and auditing operations of a school district, and conduct financial analyses. § Interpret specific rules, laws, and policies and apply them with good judgment. § Demonstrate skill on a variety of computer applications, including word processing, database, spreadsheet, and communication software. § Communicate effectively orally and in written communications in a variety of complex financial accounting functions. § Analyze situations accurately and adopt an effective course of action. § Maintain cooperative relationships with those contacted during the course of work. PHYSICAL DEMANDS: § Vision sufficient to read fine print. § Hearing and speech sufficient to enable communication by telephone and in person. § Stamina sufficient to sit or stand for extended periods of time. § Physical ability to reach, bend and grasp in order to file and retrieve materials. § Manual dexterity sufficient to use standard office equipment and supplies and to manipulate both single sheets of paper and large document holders (binders, manuals, etc.). § Assignment requires lifting 30 lbs. maximum or carrying any object weighing 20 to 30 lbs. DISTRICT PROFILE The San Mateo Union High School District (SMUHSD) is a community funded district with approximately 8,500 students. SMUHSD is situated in central San Mateo County between San Francisco and the Silicon Valley. The District encompasses six communities, San Bruno, Millbrae, Burlingame, Hillsborough, Foster City, and San Mateo, and has six comprehensive high schools: Aragon, Burlingame, Capuchino (International Baccalaureate school), Hillsdale (Smaller Learning Communities school), Mills, and San Mateo. The District has an API over 800 and all schools are in Newsweek Magazine's Top 1000 High Schools. In addition, the District has Peninsula Alternative High School, an Alternative School of Choice, Middle College High School, and an Adult School serving 10,500 students. The District enjoys strong parent and community support as evidenced in three major bond measures pas

San Mateo Union High School District

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