Position Summary: The School Services Coordinator is a key member of the School Finance and Human Resources within the Office of the Division of Finance, Administration, and Human Resources. The team is responsible for supporting and overseeing approximately 35 schools. The School Services Coordinator serves as the primary point of contact for principals, assistant principals, superintendents, school secretaries, parent coordinators, parent leaders, and other community representatives. This role focuses on providing excellent customer service and assisting schools in obtaining the items and services needed to support their instructional goals as outlined in each school’s annual CEP. Performs related work.
Reports to: Senior Director of Finance
Direct Reports: N/A
Key Relationships: Will work closely with the team’s Budget Director, the Division of Financial Operations, Division of Contracts, Auditor General’s Office, community-based organizations, community representatives, and parent leaders.
Responsibilities
- Assists school staff and community representatives, and coordinates with community-based providers in the purchasing of goods and services needed for schools’ instructional programs.
- Serves as a liaison to community-based providers and community-based organizations providing services to schools.
- Serves as a resource for PTA inquiries related to purchasing and record-keeping.
- Assists with the coordination, review, and communication of responses to inquiries from internal and external stakeholders regarding service providers.
- Assists in coordination of the purchasing of materials for parent engagement activities.
- Works collaboratively with SGO to ensure that parent groups, and other members of the school community are adhering to grant guidelines and spending within New York City Public Schools (NYCPS) guidelines.
- Assists schools in identifying new community-based providers and adding new vendors to the vendor file maintained by the Comptroller’s office.
- Provides training to the School Leadership Team (SLT) and other community representatives regarding purchasing and SOPM.
- Provides assistance to the school community regarding SOP guidelines concerning purchasing, including purchase orders, small invoice payment process (SIPP), travel, and procurement cards.
- Provides training to school staff in the use of FAMIS, the NYCPS’s automated purchasing system.
- Assists with purchasing related escalations received through the CEC, Central, or the District’s Family Advocate.
- Works in conjunction with the OFDC Payable unit in follow-up with schools on purchase order certification of delivery of goods and services to ensure that vendors are paid in a timely manner.
- Approves school-based generated purchase orders for the center above certain established dollar thresholds.
- Serves as liaison with the Division of Contracts and Purchasing in assisting schools in purchasing non-list items.
- Provides guidance to school staff concerning the regulations governing school bank accounts and inventory procedures.
- Works with the Auditor General’s office on school audits from various Federal, State and City agencies regarding school OTPS expenses.
- Assists schools in preparing responses and collecting necessary back-up data.
- Monitors schools’ expenditure levels throughout the school year regarding established deadlines for Galaxy and FAMIS.
- Works with schools in ordering preliminary core curriculum materials in a timely fashion based upon school needs, and ensures that schools follow up on timely delivery prior to the beginning of the school year.
- Assists schools in developing and processing MTACs (multi task awards contracts) for the purchase of professional development for staff and contracts for direct services to students.
- Provides guidance to school staff in budgeting OTPS in Galaxy, using the proper object codes in conjunction with the materials and services the school plans on obtaining. Works with school staff to ensure that all items are in alignment with the SOPM.
- Works with the Budget Director and school personnel in establishing preliminary budgets, using funding criteria and mandates.
- Assists in the monitoring of school budgets and expenditures, assisting the Budget Director in monitoring expenses.
- Assists Budget Director in the monitoring of school registers, IEP paras, and school lunch form collection.
- Provides backup to schools when the Budget Director is not available.
Qualification Requirements:
Minimum
- A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or
- High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or
- Education and/or experience which is equivalent to “1” or “2” above. However, all candidates must have at least one (1) year of experience as described in “1” above.
Plus
In addition to meeting the minimum requirements, individuals must have two additional years of relevant work experience.
Preferred
- Strong spoken and written communication skills.
- Strong attention to detail and proven analytical skills.
- Knowledge of NYCPS Standard Operating Procedures (SOP) for procurement.
- Experience with and knowledge of NYCPS and City systems, e.g., FAMIS/FMS.
- Strong Microsoft Office 365 applications skill set.
Salary: $72,114 - $79,325
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application.
NOTE: The filling of all positions is subject to budget availability and/or grant funding.
* New York City Residency is NOT Required *
We encourage all applicants from the New York City tri-state area to apply. |
DOE Non- Discrimination Policy
The Department of Education of the City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy. |
