Job Description:

The Chief Administrative & Compliance Officer is a key leadership position within the Amherst-Pelham Regional Public Schools (ARPS) district, responsible for integrating executive assistance, compliance oversight, internal auditing, procurement management, and payroll functions. This role is essential for ensuring efficient administration, fiscal compliance, transparency, and effective management of district resources.

Key Responsibilities:

1. Executive Assistance & Chief of Staff:
• Provide comprehensive executive support to the Superintendent, including managing schedules, coordinating meetings, preparing reports, and handling high-level correspondence.
• Act as the Chief of Staff, facilitating communication between the Superintendent and district departments to ensure smooth implementation of strategic initiatives.
• Oversee special projects and administrative functions as directed by the Superintendent, ensuring alignment with district goals.
2. Compliance Oversight:
• Serve as the District Compliance Officer, ensuring adherence to federal, state, and local regulations, as well as district policies.
• Develop and implement compliance programs, conduct regular reviews, and provide training to district staff on regulatory requirements and best practices.
• Manage federal oversight requirements, ensuring compliance with regulations and reporting requirements related to federal funds and resources.
3. Internal Auditing & Fiscal Compliance:
• Conduct internal audits to assess district controls, financial procedures, and policy adherence.
• Prepare detailed audit reports with findings and recommendations, presenting them to the Superintendent and the Board of Education.
• Ensure fiscal compliance by monitoring financial transactions, maintaining accurate records, and adhering to budgetary constraints.
4. Procurement Management:
• Oversee the procurement process, including developing and enforcing policies, managing vendor relationships, and ensuring compliance with regulations.
• Conduct procurement activities such as negotiating contracts, evaluating bids, and securing the best value for the district while maintaining transparency.
5. Payroll Oversight:
• Manage payroll functions, including processing payroll, ensuring accurate and timely payments, and maintaining compliance with wage and hour laws.
• Review and verify payroll data, resolve discrepancies, and ensure adherence to district policies and legal requirements.
• Collaborate with HR and finance departments to address payroll issues and improve payroll processes.
6. Fiscal Transparency & Reporting:
• Ensure transparency in financial operations by providing clear and accurate financial reports, including budgets and expenditures.
• Develop and maintain systems for tracking and reporting financial performance, ensuring compliance with transparency and accountability standards.
• Support external audits and regulatory reviews, addressing any financial or compliance issues.

Competencies and Skills:

• Leadership & Management: Proven ability to lead and manage multiple functions, including executive support, compliance, auditing, procurement, and payroll oversight.
• Compliance & Regulatory Knowledge: Knowledge of federal, state, and local regulations related to fiscal compliance, procurement, and payroll.
• Financial Acumen: Understanding of financial management, auditing processes, and fiscal oversight, with experience in managing budgets and financial reporting.
• Communication Skills: Strong written and verbal communication skills, with the ability to present complex information clearly and interact effectively with stakeholders.
• Analytical Skills: Ability to analyze financial and operational data, conduct audits, and make data-driven recommendations.
• Attention to Detail: High accuracy in managing financial records, compliance documentation, and payroll functions.

Qualifications:

• Associate’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field required; Bachelor’s degree preferred.
• Minimum of 5 years of experience in executive support, compliance management, internal auditing, procurement, and payroll oversight.
• Proven knowledge and experience in auditing and procurement processes.
• Certification in auditing (e.g., CPA, CIA) or procurement (e.g., CPPB) is desirable.
• Proficiency in financial management software, office applications, and payroll systems.

Reporting Structure:

The Chief Administrative & Compliance Officer reports directly to the Superintendent and collaborates closely with district leadership, financial officers, and external auditors to ensure effective management of administrative, compliance, fiscal, and procurement functions.