Business Administrator

Job Description

Job Description

Description

The Business Administrator is responsible for providing fiscal support to the Deputy Director of Business Operations and other ABCD Head Start program staff.

The Business Administrator is responsible for promoting the mission of ABCD Head Start Children’s Services; building an understanding of the program by communicating this mission to staff, families and the community.

This position must comply with all federal, state and local laws, regulations, standards and
policies, including those of the federal Administration for Children and Families (ACF), the
Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education(DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures.

All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child
abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G. Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately.
The responsibilities of a particular position may support both Early Head Start and Head
Start depending on the individual assignment. The specific corresponding funding
allocation will be documented on the personnel payroll authorization or change of status
form.

All communications are potentially sensitive and are subject to Head Starts policy on
confidentiality.
Key Responsibilities

Internal Administrative and Fiscal Support – approximately 70%

• Serve as the primary administrator for internal fiscal and business processes for ABCD Head Start, ensuring timely and accurate execution of day-to-day financial operations.
• Initiate, review, and process ABCD Head Start-related paperwork, including but not limited to: Change of Status Requests, Check Disbursement Requests, Payroll Authorizations, Purchase Requisitions, Purchase Order Amendments, and Local and Out-of-Town Expense Requests.
• Review all fiscal aspects of ABCD Head Start-related hiring packets, personnel changes, and related documentation for accuracy, appropriate coding, and alignment with approved budgets.
• Provide operational support to the Deputy Director in the creation of budgets for new grants and grant renewals, including compiling and organizing supporting documentation
• Serve as primary point of contact for program staff on routine fiscal and administrative questions, providing guidance on internal processes, forms, timelines and requirements.
• Regularly update the budget to include changes in cost allocation, personnel, etc.
• Administer internal fiscal processes, such as the MBTA Pass Request Program, ensuring consistent application and accurate recordkeeping.
• Assist with other fiscal and administrative work as needed.

Vendor Support and Relations – approximately 20%

• Support vendor and contractor relationships by coordinating fiscal documentation, purchase orders, and payment-related materials in collaboration with the Business and Grants Coordinator, Center Directors, and Finance Department.
• Interface with temp agencies and other vendors to provide status updates, resolve routine issues, and ensure timely processing of contract related documentation on financial matters.
• Maintain organized and auditable records related to vendor agreements, purchase orders, and fiscal correspondence.

Compliance and Professional Development – approximately 10%

• Support the implementation and consistent use of internal fiscal systems, tools and processes by maintaining documentation and reinforcing standardized procedures.
• Attend and participate in meetings, trainings, and professional development opportunities.
• Engage in ongoing staff development to expand knowledge of nonprofit finance and grants administration.

Skills, Knowledge and Expertise

• Minimum of a Bachelor’s Degree in business, finance, social science or related field and one to three years of experience in business administration, human services, or related field required.
• Experience in the non-profit sector and/or financial experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and G-Suite (Google Docs, Sheets, Slides, Forms, Drive).
• Demonstrated capacity in administrative finance, budget support, or operational business functions
• Proven ability to process a high volume of administrative and financial paperwork and tasks in an accurate and timely manner.
• High level of organization and attention to detail.
• Excellent written and verbal communication, critical thinking abilities, and interpersonal skills.
• High level of professionalism, including maintaining confidentiality of sensitive information at all times.
• Demonstrated initiative and ability to work both collaboratively and independently in a culturally diverse, interdisciplinary team.

Expected Salary: $53,653.60 annually ($29.48/hour) USD. Salary scales are set according to an explicit compensation policy and relevant market data. Due to funding restrictions and our strong focus on internal parity, this salary is thoughtfully aligned with the duties expected for this role, and offers are firm.

Why Work Here

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.