Business Operations Specialist

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing approximately 40,000 people, most of them teachers.

CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life.

In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans : academic progress, financial stability, and integrity.

Six core values are embedded within these commitments student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Office of Early Childhood Education (OECE) works to ensure all children in Chicago have access to excellent early learning experiences that lead to future success in early grades and beyond.

Job Summary :

As part of the OECE Business Operations team, the Business Operations Specialist will serve as the subject matter expert for business operation policies and processes.

This position is responsible for providing monitoring, approvals and reporting of financial activities related to the Early Childhood Block Grant and will support the efficient operations of school to department workflows and processes, ensuring alignment with grant rules and District standards.

This position will also be responsible for providing budgetary, procurement, and payroll support to the department and PreK schools.

The Business Operations Specialist will report to the Business Operations Manager.

The Business Operations Specialist will be held accountable for the following responsibilities :

• Serve as a primary point of contact for OECE and PreK schools’ business operations needs and inquiries to provide subject matter expertise, guidance, resolve issues and ensure timely responses are received
• In alignment with OECE standards, engage with department leaders to assist with the planning, implementation and monitoring of business operations procedures to improve efficiency, maintain operational compliance, and ensure consistency across workstreams
• Assist with payroll processing for OECE programs, including but not limited to :
• Facilitating the preparation and accurate processing of school units payroll
• Submission of Supplemental Payment System (SPS) payments for extended day
• Manage requests for furniture, equipment, supply orders for PreK schools from order creation to delivery and tracking warranty claims requests from schools.
• Stay informed about changes in district policies and processes, implementing necessary adjustments to ensure continuous adherence
• Provide budgeting support for OECE, including but not limited to :
• Assisting with the fiscal projections and monitoring of annual unit budget
• Compiling and preparing accurate correspondence and reports regarding department activities and operational expenses to provide insights and support decision-making
• Creating and tracking requisitions for Purchase Orders (POs), including receipting, monitoring payments for vendors, and maintaining accurate records of invoices processed throughout the year
• Confirm payment distribution with CPS Accounts Payable for submitted payment requests
• Communicate and maintain relationships with vendors, as needed
• Collaborate with the Office of Budget and Grants Management for department budgetary needs such as :
• Creating and managing position numbers and funding
• Monitoring department spending and assisting in the management of financial transactions to ensure all funds are spent following OECE expectations and / or grant guidelines, where applicable
• Provide departmental support on assigned projects, such as establishing tasks and timelines, facilitating follow-up
• Submit and monitor the successful processing of travel and reimbursement requests
• Collaborate closely with OECE Business Operations colleagues to ensure knowledge sharing and uniform understanding of procedures and customer service expectations, improve resource allocation, and provide peer-to-peer assistance / support for an additional level of service responsiveness
• Other duties as assigned

In order to be successful and achieve the above responsibilities, the Business Operations Specialist must possess the following qualifications :

Education Required :

Bachelor’s degree from an accredited college or university is required. Degree focus in Business Administration, Finance or related field, preferred.

Experience Required :

Minimum of three (3) years of professional experience in a position primarily supporting business operations functions such as budgeting, accounts payable / receivable or procurement

Knowledge, Skills, and Abilities :

• Strong business acumen, analytical, mathematical, and problem-solving skills; ability to define problems, and strong skills in budget development and oversight
• Strong organizational, verbal and written communication skills
• High levels of attention to detail, professionalism, integrity, and tact; capable of handling sensitive information and maintaining confidentiality
• Ability to work independently and be proactive in accomplishing tasks to support a portfolio of stakeholders
• Ability to build collaborative relationships with a variety of constituent groups, including external partners, to ensure the entire system operates in the most effective manner possible
• Strong informal leadership skills, including the ability to guide and influence others, without formal authority, to follow tasks through to completion in a fast-paced environment
• High technical proficiency in the use of computers and software including, but not limited to, Microsoft Office Suite (Excel, Word) and Google applications (Sheets, Docs, Drive)

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to :

Establish / Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district.

The Chicago residency requirement does not apply to temporary / part-time positions, however, all CPS employees must be residents of Illinois.

Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire.

Up-to-date on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.