Decatur Public Schools

Job Description

Position Title:Business Office Manager

Department: District Office

Reports to: Superintendent

Evaluated by:Superintendent

SUMMARY: A Business Office Manager shall provide the required support to the Superintendent in all aspects of its day to day operations. A BOM must work in a team-based environment and display a high degree of professionalism & diplomacy in dealing with the general public, students, and staff, volunteers and outside agencies. A BOM must maintain confidentiality of information about employees and students. A BOM is responsible for processing and maintaining accurate school/student records and completing other office tasks as necessary and requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. FINANCE
  • Works closely with Superintendent with all aspects of the districts finances
  • Manages the school district’s investments to maximize earnings from funds
  • Manages debt service payments and files required reports
  • Estimates receipts and expenditures for cash flow purposes and, if necessary, initiates borrowing procedures against state aid
  • Monitors and maintains chart of accounts and general ledger activity including the preparation and processing of journal entries
  • Responsible for grant accounting and reporting in the MEGS system
  • Coordinate annual audit including preparation of reports and schedules
  • Assist Superintendent with Bond finances, when applicable
  1. BUDGETING
  • Assumes, under the direction and assistance of the Superintendent, the responsibility for budget development, financial planning, and financial management of the school district for all funds
  • Review budget line item reports for all funds and report to the Superintendent any line item deficits
  • Work with Superintendent and Board of Education preparing estimates during contract negotiations
  1. PAYROLL
  2. Reviews and audits time sheets and payroll and benefit records ensuring compliance with District’s policies and procedures, appropriate labor agreements, and related federal and state laws
  3. Processes biweekly payroll, balances and processes reports, prepares tax and retirement reports ensuring accuracy and compliance with related laws and regulations
  4. Prepares remittances to appropriate agencies for funds withheld from paychecks including benefit and payroll taxes; balances to appropriate reports
  5. Prepares and/or extracts from the payroll software, various reports and information as necessary for meeting internal and external requirements including withholding and sales tax filings, 941s, W-2’s, and retirement reports
  6. Processes Office of Retirement Services (ORS) submission; balances each pay; reconciles cash and general ledger balances to ORS’s record
  7. Benefits coordinator
  8. PURCHASING & ACCOUNTS RECEIVABLE
  9. Process purchase orders for the district
  10. Assists the Superintendent in preparing bidding packages
  11. Invoices building usage, reimbursements, etc.
  12. STATE REPORTING
  13. Train and keep building secretaries current with state reporting
  14. Prepare Medicaid reports
  15. Prepares and submits state reports, such asFID, DS-4168, etc.
  16. Serves as the BAA database coordinator.
  17. OTHER
  • Worker’s Compensation Coordinator
  • Board of Education minutes, board packets, etc.
  • Maintains personnel files
  • Coordinate fingerprinting with Van Buren I.S.D.
  • Homeless Liaison for the district
  1. Any other duties deemed appropriate by the Superintendent

SUPERVISORY RESPONSIBILITIES:

  • Assist in the training of building secretaries with maintenance of student database and state reporting
  • Assist the Superintendent with overseeing the day-to-day operations of the district office staff

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

Bachelor Degree in accounting, finance, or related field; or equivalent combination of work experience and education
Master Degree in Business or Accounting preferred

MSBO Business Office Manager or Chief Financial Officer Certification preferred

Previous office experience preferred

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff and students.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES:

Ability to pass a typing test at 55 words per minute. Demonstrated ability to operate the following software programs; Word, Excel (create a spread sheet and write formulas for calculations), PowerPoint, Publisher. Ability to develop effective working relationships with students, staff and school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is almost continuously required to sit, and talk or hear. The employee is occasionally required to walk and stand and may twist at the neck more than the average person. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The employee continuously is interacting with the public, staff and students.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not exhaustive list of the duties performed for this position. Additional duties are preformed by the individuals currently holding this position and additional duties may be assigned.