Facilities and Operations Finance Manager

Facilities and Operations Finance Manager

Education Service Center
52 weeks per year
8.5 hours per day, which includes eight hours of paid work time and 30 minutes of unpaid lunch time
Salary based on job level 8 ($61,751 - $79,530) 
Cafeteria benefit plan includes medical, dental, life and LTD

Reports To: Director of Facilities and Operations

The Facilities and Operations Finance Manager provides organizational, operational, and budgetary support to the Facilities and Operations department. This position helps ensure efficient department operations through compliance monitoring, contract and record management, vendor coordination, department staffing support, and financial tracking. The role requires strong attention to detail, organization, and proficiency with data systems and spreadsheets.

Key Responsibilities

• Monitor and track compliance requirements related to facilities operations, including health, safety, and regulatory protocols.
• Maintain organized records and handle document management for contracts, service agreements, inspections, and department files.
• Support contract management by tracking key dates, renewals, submissions and documentation.
• Perform accurate data entry and maintain department databases and spreadsheets.
• Assist with scheduling contractors, vendors, and service providers for facility maintenance and operational needs.
• Obtain quotes from vendors and assist with coordinating procurement processes in accordance with district procedures.
• Track and monitor department budgets, including maintaining records of expenditures and assisting with financial reporting.
• Support the review and documentation of health and safety compliance protocols for facilities and operations.
• Prepare reports, spreadsheets, and summaries to support department planning and decision-making.
• Collect, verify, and submit hourly, and substitute department payroll documents; verifies time off entries for building employees; updates Facs/Ops time off requests
• Assist with scheduling interviews and support tasks for staff trainings and professional development
• Provide administrative support for safety and security systems and related processes, including record maintenance and system updates.
• Provide general support including communication with vendors, staff, and internal departments.
  
   

Qualifications

• Associate's degree or equivalent experience in business administration, facilities management support, or a related field preferred.
• Strong organizational skills and attention to detail.
• Proficiency in Google Workspace.
• Proficiency in Microsoft Office applications including Microsoft Excel.
• Experience with data entry, record management, and tracking systems.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Strong communication and customer service skills when working with staff, contractors, and vendors.
• Knowledge of local, state (MNOSHA), federal (OSHA, NIOSH), MDH, DOLI compliance requirements, safety protocols, and/or facilities operations is preferred.
  
   

Skills and Competencies

• Excellent written and verbal communication skills
• Maintains confidentiality
• Organization and records management
• Budget tracking and financial monitoring
• Data analysis and spreadsheet management
• Vendor coordination and scheduling
• Compliance tracking, documentation, and monitoring
• Problem-solving and attention to detail
   

POSTING OPEN UNTIL FILLED

Equal Opportunity Employer 

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. 

We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described. 

Equity is one of District 281 core values and is essential to our goal of putting children first to ensure college and career readiness. A diverse workforce fuels innovation and allows us to better understand, communicate with, and educate our students. District 281 will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability, or status with regard to public assistance.