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Sr. Manager of Payroll, Budget, & Grants Mgmt

New York
Job Type
19 May 2023
Senior Manager for Payroll, Budget, and Grants Management

Anticipated Start Date: July 2023

Location: CT or NY (largely remote with some travel to all locations)

Job Summary

Capital Preparatory Schools seeks a full-time Sr. Manager of Payroll, Budget, and Grants Management for our Network Finance Team. The position reports to the Chief Financial Officer and collaborates with other members of our Finance Team. The Sr. Manager of Payroll, Budget, and Grants Management is responsible for payroll processing, budget development/monitoring, and fiscal grant management for the CPS network and our schools.

About Capital Preparatory Schools

Capital Preparatory Schools is a charter school management organization operating a network of educational communities. Our mission is to build a path where there was none. From its inception, the Capital Prep community-our scholars, parents, faculty, and staff-have come together to create a compelling and meaningful educational experience. The Capital Preparatory Schools has four school locations: one in Harlem, one in the Bronx, New York, and two locations in Bridgeport, Connecticut providing students in grades K-12 with a year-round, college-preparatory education that encourages students to become scholars and agents of change. Capital Prep Middletown is scheduled to open in the fall of 2024.

Capital Preparatory Schools believes that all children, when given the right conditions and environment, will succeed and excel in their academic and social-emotional growth. This is achieved by blending elements of academic models that successfully support students from historically disadvantaged populations, with innovative approaches that get 100% of our graduates accepted to four-year colleges.

Focusing on the key attributes of leaders, our learner expectations are designed to develop students who are:


Problem Solvers;


Empathetic Citizens;

Pillars of Knowledge

With the support of the Capital Preparatory team of skilled and compassionate educators, scholars realize their academic abilities, advocate for social justice and fulfill their civic responsibilities. As leaders of social justice, we expect our students to use their education to improve the lives of others.

Job Duties include but are not limited to:

Payroll (approximately 60% of time)

Prepares and processes payroll for multiple companies in different states on an hourly and semi-monthly salary basis in compliance with state and federal laws and standards;

Computes wages, deductions, stipends or other additional payments for staff and enters payroll data in ADP, ensuring review of payroll reports for accuracy prior to submission;

Records and process all changes and payments affecting net wages, such as exemptions, insurance coverage, elective deferrals, garnishment orders or others to keep master payroll records updated;

Assists with gathering information and preparing responses for records, employment verification, workers' compensation wage statements, and other payroll or wage relation items as needed;

Assist in the development and implementation of the ADP Time and Attendance module;

Prepare and submit retirement reporting and payments including 401K, Roth, CT State Teachers Retirement Board (CT TRB);

Performs year-end payroll functions in support of year-end tasks including but not limited to ACA compliance, W-2's processing, payroll reconciliation processes, etc.;

Manages communications and inquiries from staff and leadership about payroll and payroll related matters;

Design/update/develop and keep current processes and procedures for the payroll cycle across the network;

Provides applicable payroll training and support for staff across the network; responds to payroll inquiries in a timely manner, and ensures high level of customer service and compliance with processes;

Keep leadership advised of potential problem areas and recommend/implement solutions as appropriate;

Maintain confidentiality of sensitive and privileged information;

Participate in ongoing training and professional development to maintain knowledge of current payroll trends at a state or federal level;

Coordinate with ADP on communication or payroll related matters;

Perform other tasks as requested.

Budget and Grants Management (approximately 40% of time)

Assist in the development of guidelines, parameters, schedules, and procedures for the Network's budget preparation, monitoring, and controls;

Assist in the development of financial models for Network activities and funds, including assisting in the development of a multi-year financial plan/forecasts;

Assist in the monitoring and reporting budget performances and works with administrators to develop strategies and/or recommendations to maximize budget efficiencies;

Assist in the gathering of budget details and documents from departments/schools administrators; explains procedures to be followed in developing budget requests.

Coordinates the preparation, printing, and distribution of all Network budget documents;

Works in collaboration with schools and management to identify budgetary trends, issue reports on findings, investigate open items (encumbrances, invoices, etc.), detect and correct errors in transactions and alert management as appropriate;

Participates in the fiscal year-end close and fiscal year-end audit;

Provide input to the leadership on improvement of functions, workflows, policies, procedures, and fiscal systems as may be needed;

Provides support to ensure effective development and management of federal, state, and private grant-funded programs within the Network;

Provides support and advisor services for fiscal management of grant funds in accordance with applicable rules, regulations and fund source guidelines, including budget preparation, budget adjustments and expenditures.

Works in collaboration with Network teams to support schools or departments with grant-funded financial transactions (e.g., budget modifications, purchase orders, invoice tagging);

Provides support to facilitate the coordination of complex entitlement grants, including Title grants.

Assist in the compilation, maintenance, and filing of all required grant reports, including but not limited to CT EGMS (ED114/ED141/ED111) and NY SFS (FS10, FS25) and other pertinent documents.

Assist in the coordination and preparation of the consolidated federal applications.

Performs ALL other duties as assigned by supervisor.

Skills and Characteristics - the person in this role should -

Be a positive team player who shares the organization's values and mission.

Show initiative and a proactive problem-solving skill set.

Demonstrate exceptional written, interpersonal, and verbal communication skills.

Have technological know-how and interest in new and emerging trends.

Have the ability to manage multiple projects or priorities simultaneously while maintaining focus, and attention in a face-paced environment.

Be a self-starter who can work well independently and is driven to perform at a high level with minimal oversight.

Be highly reliable, with strong organizational systems and payroll, budget and fiscal grants management skills, and must pay close attention to details and follow-through.

Build strong relationships throughout the organization and within the communities.

Be comfortable defining a path forward where there may not be one defined.

Educational Background and Work Experience

Bachelor's Degree in Accounting/Finance, Budget/Payroll and/or Business related field.

7-10 years' experience in accounting, payroll, budget and fiscal grants management duties with demonstrated success at a non-profits or school related payroll, accounting, or budget department(s).

Other expectations:

Some evening work may be required. Travel to sites in CT or NY may be required from time to time.


Salary for this position is competitive and commensurate with experience. Additionally, CPS offers a comprehensive benefits package. This is a full-time, 12-month exempt position, which is vacation eligible.

CPS is an equal opportunity employer.
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  • Job Reference: 1010169780-2
  • Date Posted: 19 May 2023
  • Location: New York
  • Salary: On Application
  • Sector: Accounting
  • Job Type: Permanent