Andover Public Schools
Business Coordinator – Community Services
Andover Public Schools, Andover, Massachusetts, us, 05544
Under the direction of the Director of Community Services, and in close coordination with the Directors of Elder Services, Recreation, Youth Services, and Veterans Services, the Business Coordinator oversees and manages the financial, administrative, and business operations of the Community Services Department. Responsibilities include budgeting, forecasting, purchasing, accounting, payroll administration, program billing, contract coordination, and financial reporting.
The Business Coordinator ensures the integrity of financial systems, optimizes business workflows, and supports project implementation and long‑range planning across all divisions located at the Robb Center, Cormier Youth Center, and other program sites.
This role provides high‑level administrative and operational support to the Director and management team and plays a critical role in ensuring efficient service delivery across all Community Services portfolios.
ESSENTIAL FUNCTIONS
Financial Management & Budget Coordination
Coordinate financial management systems including budgeting, forecasting, purchasing, accounting, payroll, and revenue reporting for Elder Services, Recreation, Youth Services, and Veterans Services. Assist the Director and Division Heads with preparation, justification, and submission of annual budgets, capital requests, and Annual Report content. Monitor department operating budgets and Revolving Funds; ensure expenditures align with departmental goals and Town policies. Produce financial documents, analyses, and presentations using Microsoft Office Suite and related software. Track Town appropriations and revenue generated through user fees; ensure compliance with municipal finance requirements. Prepare deposits, reconcile turnovers with the Treasurer/Collector, and maintain accurate documentation across MyRec, My Senior Center, and other platforms. Accounts Payable, Purchasing & Contract Administration
Provide oversight of accounts payable; ensure timely and accurate processing of all invoices across divisions. Review, approve, and process purchase order requisitions; prepare PO increases and resolve discrepancies. Serve as a purchasing coordinator for the Department, ensuring compliance with M.G.L. Ch. 30B and sound business practices. Assist with the preparation of bid specifications and RFPs for services, equipment, and program needs. Monitor awarded contracts and ensure accurate processing of renewals, amendments, and vendor documentation. Payroll Administration & HR Support
Prepare the department’s weekly payroll and maintain daily attendance records for all Community Services employees. Process payroll changes including step increases, new hire set‑up, and longevity updates. Maintain accurate accruals for vacation, sick leave, and other leave categories. Coordinate HR‑related transactions including job postings, new hires, terminations, address changes, and workers’ compensation reporting in collaboration with the Town HR Department. Maintain confidential staff personnel files. Program Billing & Revenue Management
Prepare billing and monthly reporting for programs including Meals on Wheels, AgeSpan contracts, Podiatry, Transportation, Connections Program and other revenue‑generating services. Assist in grant reporting and compliance. Complete required monthly filings such as MA Meals Tax submissions. Business Office & Systems Oversight
Serve as the lead business systems administrator for MUNIS, MyRec, My Senior Center, and other registration or financial platforms. Maintain and improve business processes and standard operating procedures. Support technology implementation and staff training on new or updated business software. Identify opportunities to streamline workflows and improve customer service, financial accuracy, and operational efficiency. Project Coordination & Departmental Support
Participate in management team meetings; maintain project lists, documentation, and timelines. Assist with projects requiring comprehensive knowledge of departmental activities, programs, and operational needs. Provide excellent customer service to internal and external customers. Coordinate meetings, events, and operational logistics for program activities. Provide support for evening or weekend programs as required. Administrative Operations
Maintain accurate filing systems, records, and documentation for all divisions. Perform related duties as assigned. MINIMUM QUALIFICATIONS
Skills, Knowledge, and Abilities
Strong understanding of Community Services program operations and municipal service delivery. Thorough knowledge of principals and techniques of office practices and procedures, as well as thorough knowledge of office record keeping and equipment. Thorough knowledge of accounting software as it pertains to budget, payroll and financial reports. Excellent computer skills in word processing and spreadsheets. Ability to learn MUNIS, MyRec, My Senior Center, and other financial or registration systems. Understanding of applicable M.G.L. related to purchasing and contract management; MAPPO or MCPPO certification or willingness to obtain certification preferred. Ability to maintain detailed financial and personnel records. Ability to prepare complex reports, financial tables, operating procedures, and program data summaries. Ability to work independently, exercise judgment, and make decisions within established policies. Strong analytical skills with ability to interpret financial documents and vendor contracts. Excellent interpersonal, written, and verbal communication skills. Ability to manage multiple projects and meet deadlines. Ability to maintain strict confidentiality. Education & Experience
Associate’s degree in business or accounting, Bachelor’s Degree preferred. 5 years’ experience; or any equivalent combination of education and experience. Experience in Community Services, Human Services, Recreation, or municipal government preferred. Supervisory Responsibility
PHYSICAL ELEMENTS
Normal office environment, not subject to extremes of noise, temperature, or odors. Frequent interruptions assisting customers or staff. Extended periods working at a computer or on office equipment. Regular lifting of files, documents, and program materials. Occasional evening/weekend hours for department events. SUPPLEMENTAL INFORMATION
FLSA Status:
Non‑Exempt Grade:
IE‑22 (depending on final classification recommendation) Standard Work Week:
36.25 hours Job Code:
5108 Risk Code:
8810 Town of Andover Classification Review Revised December 2025
#J-18808-Ljbffr
Financial Management & Budget Coordination
Coordinate financial management systems including budgeting, forecasting, purchasing, accounting, payroll, and revenue reporting for Elder Services, Recreation, Youth Services, and Veterans Services. Assist the Director and Division Heads with preparation, justification, and submission of annual budgets, capital requests, and Annual Report content. Monitor department operating budgets and Revolving Funds; ensure expenditures align with departmental goals and Town policies. Produce financial documents, analyses, and presentations using Microsoft Office Suite and related software. Track Town appropriations and revenue generated through user fees; ensure compliance with municipal finance requirements. Prepare deposits, reconcile turnovers with the Treasurer/Collector, and maintain accurate documentation across MyRec, My Senior Center, and other platforms. Accounts Payable, Purchasing & Contract Administration
Provide oversight of accounts payable; ensure timely and accurate processing of all invoices across divisions. Review, approve, and process purchase order requisitions; prepare PO increases and resolve discrepancies. Serve as a purchasing coordinator for the Department, ensuring compliance with M.G.L. Ch. 30B and sound business practices. Assist with the preparation of bid specifications and RFPs for services, equipment, and program needs. Monitor awarded contracts and ensure accurate processing of renewals, amendments, and vendor documentation. Payroll Administration & HR Support
Prepare the department’s weekly payroll and maintain daily attendance records for all Community Services employees. Process payroll changes including step increases, new hire set‑up, and longevity updates. Maintain accurate accruals for vacation, sick leave, and other leave categories. Coordinate HR‑related transactions including job postings, new hires, terminations, address changes, and workers’ compensation reporting in collaboration with the Town HR Department. Maintain confidential staff personnel files. Program Billing & Revenue Management
Prepare billing and monthly reporting for programs including Meals on Wheels, AgeSpan contracts, Podiatry, Transportation, Connections Program and other revenue‑generating services. Assist in grant reporting and compliance. Complete required monthly filings such as MA Meals Tax submissions. Business Office & Systems Oversight
Serve as the lead business systems administrator for MUNIS, MyRec, My Senior Center, and other registration or financial platforms. Maintain and improve business processes and standard operating procedures. Support technology implementation and staff training on new or updated business software. Identify opportunities to streamline workflows and improve customer service, financial accuracy, and operational efficiency. Project Coordination & Departmental Support
Participate in management team meetings; maintain project lists, documentation, and timelines. Assist with projects requiring comprehensive knowledge of departmental activities, programs, and operational needs. Provide excellent customer service to internal and external customers. Coordinate meetings, events, and operational logistics for program activities. Provide support for evening or weekend programs as required. Administrative Operations
Maintain accurate filing systems, records, and documentation for all divisions. Perform related duties as assigned. MINIMUM QUALIFICATIONS
Skills, Knowledge, and Abilities
Strong understanding of Community Services program operations and municipal service delivery. Thorough knowledge of principals and techniques of office practices and procedures, as well as thorough knowledge of office record keeping and equipment. Thorough knowledge of accounting software as it pertains to budget, payroll and financial reports. Excellent computer skills in word processing and spreadsheets. Ability to learn MUNIS, MyRec, My Senior Center, and other financial or registration systems. Understanding of applicable M.G.L. related to purchasing and contract management; MAPPO or MCPPO certification or willingness to obtain certification preferred. Ability to maintain detailed financial and personnel records. Ability to prepare complex reports, financial tables, operating procedures, and program data summaries. Ability to work independently, exercise judgment, and make decisions within established policies. Strong analytical skills with ability to interpret financial documents and vendor contracts. Excellent interpersonal, written, and verbal communication skills. Ability to manage multiple projects and meet deadlines. Ability to maintain strict confidentiality. Education & Experience
Associate’s degree in business or accounting, Bachelor’s Degree preferred. 5 years’ experience; or any equivalent combination of education and experience. Experience in Community Services, Human Services, Recreation, or municipal government preferred. Supervisory Responsibility
PHYSICAL ELEMENTS
Normal office environment, not subject to extremes of noise, temperature, or odors. Frequent interruptions assisting customers or staff. Extended periods working at a computer or on office equipment. Regular lifting of files, documents, and program materials. Occasional evening/weekend hours for department events. SUPPLEMENTAL INFORMATION
FLSA Status:
Non‑Exempt Grade:
IE‑22 (depending on final classification recommendation) Standard Work Week:
36.25 hours Job Code:
5108 Risk Code:
8810 Town of Andover Classification Review Revised December 2025
#J-18808-Ljbffr