Facilities Finance and Operations Analyst

3 weeks ago

Milton, United States Milton Academy Full time

**Position**: Finance and Operations Analyst

**Department**:Business Office and Facilities Services

**Location**:Facilities Services, Milton Academy Campus, Milton, MA

**Hours**:Full-time

**FLSA**:Exempt

**Classification**:Staff (12-month)

Milton Academy is an independent college preparatory K-12 school, boarding and day in grades 9-12, located just outside of Boston.

Milton Academy cultivates in our students a passion for learning and a respect for others. 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**:
Reporting to the Director of Budgets, with a dotted line to the Director of Facilities Services, the Facilities Services Operations and Finance Analyst provides all analysis needed to ensure that the Facilities Department follows best practices and meets its financial and operational goals. This includes achieving operating and capital budget objectives, tracking future projects and physical plant needs, and providing data and recommendations to drive facilities-related decision making.

The analyst ensures that the Facilities department follows applicable Milton Academy financial and operational policies and procedures. The analyst is responsible for ensuring that vendor relationships remain strong and issues contracts and purchase orders and codes and processes invoices. The analyst also creates reports related to facilities department activities and makes observations and recommendations based on those reports, including potential process and tools / technology improvements.

The analyst must work collaboratively with all members of the Facilities team and Business Office and have a customer service orientation when working with vendors, students, faculty, and staff.

**Essential Functions and Responsibilities**:
**Financial and Administrative (80%)**
- Budgeting_
- Serves as the budget manager for the facilities department’s central services and administration budgets.
- Monitors budget vs. actual performance for the entire department, including all operating budgets and the annual operating and capital project budgets; work with the associate directors and director to ensure a clear understanding of the department’s financial performance.
- Meets regularly with the Director and Associate Directors of Facilities to ensure up-to-date information and understanding.
- Planning_
- Creates and tracks key information related to capital and operational projects, including deferred maintenance and improvement projects that are part of the department’s multi-year planning process.
- Maintains the operational and capital project numbering system.
- Creates the tracking sheet for annual operating and capital projects and gift-funded projects; assigns codes to projects, verifies project budgets with project managers, and ensures that project managers are tracking expenditures.
- Updates the capital tracking sheet with accounting reports, reconciling expenditures and open project orders weekly, following up with the Director and Associate Directors to ensure that any issues are quickly resolved.
- POs and Invoicing_
- Issues contracts and purchase orders (POs), both annual and one-time; tracks expenditures against purchase orders and makes recommendations as to when purchase orders should be modified or closed. 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. Electronically marks all invoices as received.
- Vendors_
- Maintain vendor policies and procedures and ensure that they are followed; ensure that the Facilities Operations and Administrative coordinator has fully reviewed vendor paperwork and is up-to-date (contracts, insurance, etc.)
- Operations_
- Creates and/or reviews reports to ensure an understanding of department activity levels and responsiveness, including work order completion rates and other asset-related information; review data with Building Maintenance Manager and Associate Directors to identify recommendations and/or changes accordingly.
- Prepares reports that summarize and indicate issues related to central services activities: delivery services, postage, van usage.
- Credit card _
- Assists in managing the facilities department general credit card; allows use of the card as needed and records purchases in the log,

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