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Bond Program Controls Analyst San Marino Unified School District - 3.8 San Marino, CA Job Details Full-time $83,058 - $113,031 a year 5 hours ago Benefits Health insurance Dental insurance Vision insurance Retirement plan Qualifications Filing Process improvement Governmental accounting Schedule management Bachelor's degree Full Job Description Overview Under the direction of the Assistant Superintendent, Business Services, the Bond Program Controls Analyst performs complex professional, technical, financial, contract administration, purchasing coordination, document management, and program controls functions in support of the District's bond-funded capital improvement program. The position develops, maintains, analyzes, and reports project and program budgets, commitments, expenditures, forecasts, schedules, contracts, purchase orders, change orders, invoices, payment applications, and other financial and performance information necessary for the effective administration and oversight of the District's bond program. The Bond Program Controls Analyst facilitates the preparation and processing of bond-related contracts, purchase requisitions, purchase orders, invoices, construction payment applications, and supporting documentation; coordinates required reviews, approvals, and electronic signatures; and maintains complete contract and payment records necessary to satisfy District, State, Los Angeles County Office of Education, audit, and other applicable requirements. The position works closely with District Business Services, M&O/Facilities, Accounting & Purchasing staff, program and construction managers, architects, engineers, contractors, consultants, inspectors, legal counsel, auditors, and other parties to maintain accurate financial and project records, support procurement and contract administration, monitor program performance, facilitate timely payments, and ensure appropriate documentation and accountability for bond expenditures. The position also supports the preparation of reports and information for the Board of Education, Citizens' Bond Oversight Committee (CBOC), auditors, District administration, and other stakeholders. This position is distinguished from construction and project management positions in that its primary responsibilities are program controls, financial administration, purchasing coordination, contract administration, payment processing, reporting, electronic workflow, and document control rather than direct management of construction activities. Essential Duties Duties may include, but are not limited to, the following: Develop, maintain, monitor, and reconcile bond program and individual project budgets, including original budgets, approved revisions, commitments, expenditures, encumbrances, available balances, contingencies, and forecasts. Maintain comprehensive financial controls for bond-funded projects and assist with reconciliation of bond program records with the District's financial accounting system. Monitor project expenditures and commitments, and identify budget variances, potential cost pressures, funding issues, and other conditions that require management attention. Develop and maintain project cost forecasts, estimates-at-completion, cash-flow projections, and other financial analyses for the bond program. Gather, consolidate, analyze, and report cost, budget, schedule, change, progress, and performance information for bond-funded projects. Prepare periodic bond program financial and performance reports for District administration, the Board of Education, Citizens' Bond Oversight Committee, auditors, and other stakeholders. Coordinate with program managers, construction managers, architects, engineers, contractors, inspectors, consultants, and District staff to obtain current project financial, schedule, contract, and performance information. Facilitate the preparation, routing, execution, and maintenance of bond-related contract documents, including professional services agreements, construction contracts, purchase orders, amendments, change orders, and related supporting documentation. Coordinate with District staff, consultants, contractors, legal counsel, insurance providers, and other parties to obtain required information, approvals, signatures, insurance certificates, bonds, and other documentation necessary to process and execute bond-related agreements. Assist with procurement activities for architectural, engineering, construction, professional services, equipment, materials, and other bond-related contracts, including RFQs, RFPs, bids, evaluations, award documentation, and contract processing. Assist in ensuring procurement and contracting activities are processed in accordance with applicable District policies and procedures and legal requirements. Prepare and process purchase requisitions for bond-funded contracts, professional services, construction activities, equipment, materials, and other authorized expenditures to facilitate the timely issuance of purchase orders. Monitor bond-related purchase requisitions and purchase orders and coordinate with Purchasing, Accounting, project managers, consultants, and vendors to resolve missing documentation, coding issues, approval delays, or other matters affecting timely processing. Maintain contract and purchase order tracking information that identifies original contract amounts, amendments, approved and pending changes, purchase order amounts, expenditures, remaining balances, retention, when applicable, and contract status. Develop, organize, and maintain an efficient process for the receipt, review, routing, approval, tracking, and payment of bond-related invoices and construction payment applications. Coordinate and facilitate required approvals of bond-related invoices and construction payment applications, including routing documents to appropriate District staff, program managers, construction managers, architects, inspectors, consultants, and other required reviewers and approvers. Prepare, organize, review, and maintain complete invoice and payment application packets prior to submission for payment, including required supporting documentation, approvals, certifications, contract and purchase order information, account coding, retention calculations, change-order documentation, and other required materials. Assist in ensuring invoice and payment application documentation satisfies applicable District, State, Los Angeles County Office of Education, audit, and other requirements prior to submission for payment processing. Review bond-related invoices and payment applications for mathematical accuracy, appropriate supporting documentation, consistency with contracts and purchase orders, available funding, account coding, prior payments, approved change orders, retention when applicable, and required approvals. Track invoices and payment applications from initial receipt through review, approval, submission, and payment, and follow up with responsible parties to facilitate timely processing. Maintain an invoice and payment application tracking system identifying, as applicable, project, vendor, contract, purchase order, invoice, or payment application number, amount, date received, approval status, payment status, retention, and outstanding action items. Coordinate with vendors, contractors, consultants, District staff, Accounting, Accounts Payable, and the Bond Program Management Team to obtain missing documentation, resolve discrepancies, and facilitate timely payment of properly authorized bond expenditures. Monitor purchase order balances, contract commitments, expenditures, outstanding invoices, and pending payment applications to identify potential funding, encumbrance, or contract-balance issues and coordinate necessary adjustments. Coordinate bond-related accounting and payment activities with District Accounting and Accounts Payable staff, including account coding, reconciliations, accruals, expenditure reporting, and payment status. Track proposed, pending, and approved change orders and assist in analyzing their financial impact on individual projects and overall program budgets. Perform detailed analyses of contractor and consultant proposals, bids, amendments, change orders, and other cost information as assigned. Maintain project and program schedule and milestone information in coordination with the District's program and project management consultants; identify significant schedule variances and incorporate schedule information into program reports. Develop, administer, and maintain electronic workflows for bond-related contracts, purchase requisitions, invoices, payment applications, change orders, and other documents requiring review, approval, or signature. Utilize electronic document management, digital workflow, and electronic signature systems to route documents, obtain approvals and signatures, monitor approval status, follow up on outstanding actions, and maintain complete and auditable electronic records. Develop and maintain standardized electronic forms, approval processes, tracking systems, templates, reports, logs, dashboards, and other tools to improve the efficiency, consistency, transparency, and documentation of bond program processes. Maintain complete, organized, and audit-ready electronic and physical records for bond projects, including contracts, amendments, change orders, purchase requisitions, purchase orders, invoices, payment applications, approvals, certifications, Board approvals, procurement documentation, financial records, payment documentation, and project closeout records. Support annual bond financial and performance audits by preparing schedules, retrieving supporting documentation, responding to information requests, and coordinating with District staff, program consultants, and independent auditors. Assist with documentation and reporting necessary to demonstrate that bond proceeds are expended consistently with applicable requirements and authorized bond purposes. Assist with preparation of Citizens' Bond Oversight Committee materials, including expenditure reports, project financial information, audit documentation, and other requested information. Support preparation of staff reports, presentations, financial summaries, and other materials for meetings of the Board of Education and Citizens' Bond Oversight Committee. Assist with project financial and administrative closeout, including reconciliation of contracts and purchase orders, final invoices and payment applications, release of remaining commitments, and maintenance of final financial and contract documentation. Visit project sites as necessary to obtain an understanding of project status and reconcile reported project progress with program controls and financial information. Establish and maintain effective working relationships with District staff, consultants, contractors, vendors, auditors, governmental agencies, and members of the public. Perform other related duties as assigned. Knowledge, Skills, and Abilities Principles and practices of governmental and fund accounting, budgeting, financial analysis, cost control, and financial reporting. Capital improvement program and construction project budgeting and cost-control practices. Bond program accounting, financial administration, expenditure tracking, and reporting. Public procurement and contract administration principles and practices. Construction contracts, professional services agreements, purchase orders, amendments, change orders, invoices, payment applications, retention, and project closeout processes. Methods of developing and maintaining project budgets, commitments, expenditures, forecasts, cash-flow projections, and financial reports. Basic principles of construction scheduling, project controls, cost estimating, and construction project administration. Applicable laws, regulations, policies, and procedures related to California public school construction, procurement, contracting, and payment processing. Recordkeeping, internal controls, document management, audit preparation, and public accountability requirements. Electronic document management, digital workflow, and electronic signature systems used to route, approve, execute, track, and retain contracts, purchase documents, invoices, payment applications, and other business records. Principles and practices for establishing efficient electronic approval workflows, including document routing, approval sequencing, status tracking, version control, electronic signatures, and records retention. Modern office practices and financial, purchasing, project management, spreadsheet, database, and electronic document management applications. Develop, analyze, monitor, reconcile, and report complex project and program budgets. Analyze financial, contractual, schedule, and project information and identify discrepancies, trends, risks, and variances. Understand and interpret contracts, proposals, bids, amendments, change orders, invoices, payment applications, and related documents. Compile information from multiple sources and prepare accurate, clear, and understandable financial and management reports. Develop and maintain effective program controls, financial tracking systems, logs, dashboards, and reporting tools. Prepare, organize, and maintain complete contract, procurement, invoice, and payment documentation. Coordinate multiple levels of review and approval and follow up effectively to facilitate the timely completion of transactions. Utilize electronic document management, digital workflow, and electronic signature platforms at an advanced level to route documents for review, approval, and signature; monitor approval status; follow up on outstanding actions; and maintain complete electronic records. Design, organize, and maintain efficient electronic workflows for contracts, purchase requisitions, purchase orders, invoices, payment applications, change orders, and related bond program documents. Use technology to improve the efficiency, transparency, tracking, accountability, and documentation of bond-related administrative and financial processes. Learn and effectively utilize District financial, purchasing, project management, document management, and workflow systems. Read, interpret, apply, and explain applicable laws, regulations, policies, procedures, and contractual requirements. Work effectively with financial, construction, architectural, engineering, legal, and administrative professionals. Manage multiple projects, transactions, contracts, deadlines, and reporting requirements simultaneously. Exercise independent judgment within established policies and procedures. Maintain highly accurate and organized records. Communicate technical, contractual, construction, and financial information clearly to individuals with varying levels of familiarity with these subjects. Prepare and deliver presentations and reports to administrators, committees, and other stakeholders. Establish and maintain effective working relationships with District employees, consultants, contractors, vendors, auditors, governmental agencies, and the public. Maintain confidentiality and exercise discretion when working with sensitive financial, contractual, personnel, and legal information.

Education and Experience Education:

Bachelor's degree from an accredited college or university with a major in accounting, finance, business administration, public administration, construction management, or a closely related field. Additional progressively responsible experience directly related to the duties of the position may be considered in lieu of some education requirements.

Experience:

Three (3) years of progressively responsible professional experience involving governmental or fund accounting, capital project accounting, construction project controls, budgeting and financial analysis, public procurement, contract administration, purchasing and accounts payable processes, construction invoice or payment application processing, electronic document and approval workflow administration, or capital improvement program administration. Experience with a California K-12 school district, community college district, public agency, or public works/capital improvement program is highly desirable. Licenses and Certificates Possession of a valid California Class C driver's license and the ability to maintain insurability under the District's vehicle insurance requirements. Ability to travel between District facilities and construction sites and attend occasional meetings outside normal business hours as necessary.

Working Conditions Environment:

Primarily an office environment with regular interaction with District staff, consultants, contractors, vendors, and members of the public. Periodic work at active school construction sites may expose the employee to dust, noise, uneven surfaces, weather conditions, construction equipment, and other conditions associated with construction activities.

Physical Demands:

Sitting and operating a computer for extended periods; hearing and speaking to exchange information; seeing to read financial statements, contracts, plans, reports, invoices, payment applications, and other documents; dexterity of hands and fingers to operate computers and office equipment; standing and walking when visiting construction sites; and walking over rough or uneven surfaces.

Pay:

$83,058.00 - $113,031.00 per year

Benefits:

Dental insurance Health insurance Retirement plan Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person