School Services Coordinator, School Finance and Human Resources - 25674

About the role

The School Services Coordinator is a key member of the School Finance and Human Resources team within the Office of the Division of Finance, Administration, and Human Resources. The team supports and oversees approximately 35 schools. This role serves as the primary point of contact for principals, assistant principals, superintendents, school secretaries, parent coordinators, parent leaders, and other community representatives, focusing on 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. Reports to the Senior Director of Finance. Direct reports: none.

Key relationships include 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

• Assist school staff and community representatives, and coordinate with community‑based providers in the purchasing of goods and services needed for schools’ instructional programs.
• Serve as a liaison to community‑based providers and community‑based organizations providing services to schools.
• Act as a resource for PTA inquiries related to purchasing and record‑keeping.
• Coordinate, review, and communicate responses to inquiries from internal and external stakeholders regarding service providers.
• Assist in the coordination of purchasing materials for parent‑engagement activities.
• Work collaboratively with SGO to ensure parent groups and other school‑community members adhere to grant guidelines and NYCPS spending rules.
• Help schools identify new community‑based providers and add new vendors to the vendor file maintained by the Comptroller’s office.
• Provide training to the School Leadership Team (SLT) and other community representatives regarding purchasing and SOPM.
• Assist the school community with SOP guidelines concerning purchasing, including purchase orders, Small Invoice Payment Process (SIPP), travel, and procurement cards.
• Train school staff in the use of FAMIS, the NYCPS automated purchasing system.
• Assist with purchasing‑related escalations received through the CEC, Central, or the District’s Family Advocate.
• Work with the OFDC Payable unit to follow up with schools on purchase‑order certification of delivery to ensure timely vendor payment.
• Approve school‑generated purchase orders that exceed established dollar thresholds.
• Liaise with the Division of Contracts and Purchasing to help schools purchase non‑list items.
• Provide guidance to school staff on regulations governing school bank accounts and inventory procedures.
• Collaborate with the Auditor General’s office on school audits from Federal, State, and City agencies regarding OTPS expenses; assist schools in preparing responses and collecting backup data.
• Monitor schools’ expenditure levels throughout the year against established deadlines for Galaxy and FAMIS.
• Work with schools to order preliminary core curriculum materials timely, ensuring delivery before the school year begins.
• Assist schools in developing and processing MTACs (multi‑task award contracts) for professional development and direct student services.
• Guide school staff in budgeting OTPS in Galaxy, using proper object codes, and ensure alignment with SOPM.
• Partner with the Budget Director and school personnel to establish preliminary budgets using funding criteria and mandates.
• Assist in monitoring school budgets and expenditures, supporting the Budget Director in expense oversight.
• Assist the Budget Director in monitoring school registers, IEP paraprofessional assignments, and school lunch form collection.
• Provide backup support to schools when the Budget Director is unavailable.

Minimum Qualifications

• Baccalaureate degree from an accredited college **and** two (2) years of experience in community work or community‑centered activities related to the duties described; **or**
• High school graduation or equivalent **and** six (6) years of experience in community work or community‑centered activities related to the duties described; **or**
• Education and/or experience equivalent to either of the options above, with the requirement that all candidates have at least one (1) year of experience as described in option 1.
• In addition to meeting the minimum requirements, candidates must have two (2) additional years of relevant work experience.

Preferred Qualifications

• Strong spoken and written communication skills.
• Strong attention to detail and proven analytical abilities.
• Knowledge of NYCPS Standard Operating Procedures (SOP) for procurement.
• Experience with and knowledge of NYCPS and City systems, e.g., FAMIS/FMS.
• Proficiency with Microsoft Office 365 applications.

Salary

Salary range: $72,114 – $79,325. Internal candidates selected for this position who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.

New York City residency is NOT required; applicants from the New York City tri‑state area are encouraged to apply.