Business Operations Specialist

Business Operations Specialist(Job Number: 2100003N)

Description
Chicago Public Schools (CPS) is the third largest school district in the United States, serving over 340,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career and civic life. In order to fulfill this mission we make three commitments to our students, their families and all Chicagoans: academic progress, financial stability and integrity. Six core values are embedded within these commitments – student centered, whole child, equity, academic excellence, community partnership and continuous learning.

Nutrition Support Services (NSS) is seeking a Business Operations Specialist to join our finance team. The NSS Finance Team is primarily responsible for managing all aspects of the department’s fiscal activities, including budgeting, purchasing, accounts payable reconciliation, tracking of key performance indicators, grants management, claim submissions, banking reconciliations, cash collections, vendor relationship management and contract management.

PRINCIPAL RESPONSIBILITIES

The Business Operations Specialist will play a key role in:

• Budget planning, monitoring and analysis;
• Financial reporting and trend analysis;
• Forecasting financial performance and trends;
• Tracking and reporting of operational metrics and key performance indicators (KPIs);
• Developing and implementing process improvements; and
• Ensuring the department’s compliance with accounting, grant and Board processes and procedures.

Under the direction of the Manager of Business Operations, the Business Operations Specialist will primarily be responsible for:

Budget Planning and Development

Develop and manage the department’s annual budget by:

• Analyzing and forecasting operational metrics.
• Evaluating budget proposals and funding requests to determine the optimal allocation of funds in alignment with departmental goals and objectives and in compliance with federal and state grant rules and regulations.
• Estimating and forecasting future financial needs in support of multi-year budget planning.
• Presenting budget recommendations to senior leadership.
• Collaborating with the Finance department to submit the department’s annual budget.

Budget Management and Monitoring

• Maintain the department’s fiscal integrity by monitoring, tracking and auditing financial activities, recommending cost savings, identifying revenue-generating opportunities, and implementing sound fiscal activities and internal controls.
• Perform financial transactions (such as purchasing, reimbursement requests, billing reconciliations, invoice audits, receipting, budget transfers and position opening requests) in support of daily operations.
• Provide reporting, analytical and transactional support for financial and grant program audits.
• Perform other administrative duties as needed.

Financial Analysis and Reporting

• Routinely analyze program revenue and expenditures.
• Prepare and present monthly budget and operational reports, comparing the original financial plan to actual results, explaining variances within the budget and forecasting future performance.
• Draft budget narratives and present financial results and projections to senior leadership, identifying and mitigating risks.
• Conduct monthly banking and cash reconciliation analysis and reports.
• Prepare profit and loss statements by school, grant budgets and other ad-hoc reports as needed.
• Analyze United States Department of Agriculture (USDA) Foods reports in support of billing reconciliation with the department’s food service management company.

Data Analytics, Tracking and Reporting

• Assist the Manager of Business Operations with the development, analysis and communication of key operational metrics and performance indicators, including creating and maintaining dashboards, business reports and presentations for senior leadership.
• Track, analyze and draft written reports summarizing vendor performance against established service level agreements (SLAs) and KPIs.

Procurement Project Management

Support the department’s procurement initiatives by:

• Conducting industry and market research to inform procurement strategy in alignment with the department’s long-term purchasing needs.
• Preparing projections and data analysis to assist with the development of contractual terms and SLAs.
• Drafting solicitations; collaborating with NSS managers to draft scope of work documents outlining technical specifications, service requirements, bidding requirements and evaluation criteria.
• Drafting presentations and summarizing procurement requests for senior leadership.

KNOWLEDGE, SKILLS & QUALIFICATIONS

The successful candidate will be a detail-oriented self-starter possessing:

• Strong analytical and problem-solving skills with a demonstrated ability to work with large data sets.
• Excellent mathematical aptitude with knowledge of key financial concepts including financial modeling and forecasting.
• Proficiency in data analysis and statistical forecasting with an ability to combine quantitative and qualitative analysis to assess historical trends and make future projections.
• Strong written and verbal communication skills.
• Strong organizational / project management skills.
• A high degree of professionalism, integrity and tact when dealing with confidential information.
• High proficiency with the use of computers and software including, but not limited to, Microsoft Office Suite (Excel, Word and PowerPoint) and Google applications (Sheets, Docs, Drive and Slides).
• A wide degree of creativity and independent thinking with a demonstrated ability to follow tasks through to completion in a fast-paced environment.
• A growth mindset with a proclivity towards learning, growth and professional development.
• Flexibility / willingness to work evenings and weekends and travel to various CPS sites as needed.
• Knowledge of Federal, State and private grant rules and regulations is a plus.

EDUCATION REQUIRED

• Bachelor’s degree in accounting, finance, economics, business administration, data science or a related field.

EXPERIENCE REQUIRED

• 3-5 years experience in an analytical role; financial experience preferred

Residency Requirement: As a condition of employment with the Chicago Public Schools (CPS), employees are required to live within the geographic boundaries of the City of Chicago within six months of his or her CPS hire date and maintain residency throughout their employment with the district.