Includes: budget management, invoice and payment processing, contract administration, utilities management, district-wide landline accounts, wireless management.
Billie Salas, Manager (23 years with M&O, manager 4 years) 11 employees
The Support Services Department is responsible for Budget Management; Invoice and Payment Processing; Contract Administration; Utilities Management; District wide Landline Accounts; and Wireless Management.
The Department manager works closely with the APS Accounts Payable and Finance personnel in running the financial aspects of M&O smoothly. Ms. Salas is responsible for managing the budget funds to pay for materials, equipment, fleet fuel, contractor services, and District wide utilities. Observing procurement rules and procedures, she reviews and approves all M&O’s invoicing for processing through the Purchasing and Accounts Payable Departments.
In recent years, Ms. Salas has cultivated better communication with M&O managers to more accurately reserve budget funds required for services and materials provided by contractors and vendors, generally for large planned projects. In knowing the managers’ upcoming needs, Support Services can allocate funds proactively rather than reactively – more precisely earmarking monies from the correct designated funding source. And in the managers being aware of budget limitations, they can set priorities and meet the District’s most critical demands without budget shortfalls.
The successful collaboration with department heads has reduced purchase orders (guarantee of payment) by 90%, resulting in fast tracking the start of projects; a significant reduction in paperwork; dramatically reducing time in the requisition and approvals process; and faster payment to vendors. By proactively managing capital funds, M&O doesn’t exhaust their budget and overextend with new invoices coming in.
Support Services main focus is managing Senate Bill funds more efficiently. As illustrated by the following figures, Support Services is continuously challenged by managing M&O’s decreasing budgets and rising costs:
Managing additional funding of Roofing and Portable Moving Shops
Support Services staff are now responsible for managing the additional funding for the roofing and portable moving personnel and projects relocated to M&O from Facilities Design + Construction.
Addition of fiscal management for four charter schools
New to APS is the management of expenses for four charter schools. A memo of Understanding was signed between APS and each individual charter school in fiscal year 2009-10. Funding for materials and services are provided from separate sources, not included in M&O’s operational budget. Utility and maintenance expenses are filtered through Support Services, requiring monitoring of all invoices and expending appropriately, critical for accountability.
Strengthened knowledge and use of Lawson, the complex District wide pay system database
"We’re always looking for ways to improve processes. It’s necessary to keep up with the growing needs of the District coupled with shrinking staff and tight budgets."
-- JOHN DUFAY, M&O DIRECTOR