School Business Official Recruitment and Selection Guide

At a time when resources are limited, hiring a capable and qualified school business official (SBO) is a solid investment in the success of your organization.

Superintendents are experiencing increased pressure and emphasis to focus on student achievement, teacher evaluations and a host of other mandates. At the same time school districts are working with increasing demands on their financial resources. With these factors in mind it is essential that part of the leadership team in a district include someone with a focus and expertise in financial management. This dedicated partner helps the superintendent focus on organizational and instructional leadership.

Another major role of a school business official (SBO) is to coordinate with the superintendent, board of education and community to support the vision and mission of the district. The SBO brings a long-range financial vision and perspective to strategic thinking that is valuable to complement the superintendent who often comes from a primarily educational background.

The superintendent looks to the SBO to provide financial strength, vision and guidance. The board of education looks to the SBO to make the complicated formulas and regulations understandable and help lead them through the long-term ramifications of their decisions.

Iowa ASBO is committed solely to provide programs and training to ensure the continued success of your SBO in realizing their potential. They will have access to conferences and workshops directly related to their responsibilities and connect to a network of supportive fellow professionals.

HOW TO USE THIS GUIDE

This resource is meant as a starting point to help you determine what specific skills you are looking for as you begin the search. The process is divided into the following steps:

STEP ONE: DETERMINE THE ROLL OF YOUR SBO

Begin by filling out the Task and Function Checklist on the next page to understand the scope of duties you are seeking for your SBO to perform. That will provide a framework to refer to as you continue the next steps in the process.

STEP TWO: DETERMINE TITLE, QUALIFICATIONS AND SALARY RANGE

Based on the decisions about what you would like the SBO to do and how they fit into the leadership team, use the chart of typical titles and qualifications on page 3 to help guide these decisions.

STEP THREE: CREATE A JOB DESCRIPTION

Use the Job Description Template included with this guide as a starting point to create a description that is tailored to the tasks and functions you have identified for the SBO.

STEP FOUR: FIND A QUALIFIED CANDIDATE

You may choose to conduct an external search or “grow your own.” Iowa ASBO provides a free career posting service to school districts in addition to advertising through other local mediums. Posting on the IASBO site only requires the submission of the ad to where it will be posted for three weeks.

STEP FIVE: INTERVIEWING AND SELECTION

Determining when a candidate is an appropriate “fit” for your district can come down to asking the right questions. The compiled list of sample interview questions is provided to be an aid as you narrow down to the right candidate.

STEP SIX: COMMIT TO THEIR PROFESSIONAL GROWTH

School Business Officials must complete an average of 20 contact hours per year of approved professional develop education sessions to maintain their State of Iowa Authorization to serve as an SBO. The average number of hours earned by SBOs in 2012-13 was over 36. The rate of change in the accounting and reporting standards imposed by state, federal and GASB sources has increased greatly in just the past 5-10 years. The SBO is responsible for the prudent and legal management of nearly half of most local property taxes and half of the State of Iowa general fund budget as they come to the local school districts. You DO need to have a competent and currently trained professional in that role.

· All documents identified above are available at no cost from Iowa ASBO by emailing the request to:

STEP ONE: DETERMINE THE ROLL OF YOUR SBO

WHAT IS THE SCHOOL BUSINESS OFFICIAL TO DO?

Task and Function Checklist

check all that apply and add items unique to the position.

FUNCTIONS
TASKS / Perform Specific Tasks (i.e. payroll) / Direct , Oversee and/or Supervise / Key Decision Maker and/or Evaluator
Financial planning / budgeting
Accounting & Finance Systems
Debt Service & Capital Fund Management
Auditing
Purchase & Supply Management
Facility Planning Construction
Facility Operations
Insurance / Risk Management
Cost Analysis
Reporting & Compliance
Collective Bargaining
Data Processing
Cash Management & Investments
Food Service
Legal / Policy
Office Management
Categorical Program Management
Community Relations
Property Management
Facility Security
Staff Development
Student Activity Funds
Health & Safety
Transportation Management

STEP TWO: DETERMINE TITLE, QUALIFICATIONS AND SALARY RANGE

Common Titles for the School Business Official in Iowa:

· CFO – Chief Financial Officer – heavily focused on policy and global finance issues

· Executive Director of Business and Finance – primarily focused on fiscal operations policy

· Director of Finance and Support Services – responsible for financial and operational area(s)

· Finance Director – primarily focused on managing finances and office staff

· Business Manager – more “hands-on” responsibilities for budget and accountability

Desired Qualifications:

o Possess or ability to qualify for School Business Officer authorization

§ Basic criteria include a minimum of an associate’s degree in business or accounting or 60 semester hours of coursework in business or accounting of which 9 semester hours must be in accounting.

§ Applicants must have successfully completed an Iowa division of criminal investigation and national criminal history background check. The background check fee will be assessed to the applicant.

o Successful Experience as an Iowa Public School Business Official

o Undergraduate degree in ______

Compensation:

This is often a difficult area to resolve as compensation varies greatly depending on preparation, experience, scope of responsibilities, etc. Some superintendents compare with surrounding districts or districts of comparable size and responsibilities, and comparable positions with the community. Others consider the range of compensation of a beginning teacher to a teacher with experience and advanced education, and then correlate that nine month position to the SBO twelve month position. The salary packages for SBO vary about as widely as that for Superintendents.

STEP THREE: CREATE A JOB DESCRIPTION

Use the Job Description Template included with this guide in addendum A as a starting point to create a description that is tailored to the tasks and functions you have identified for the SBO.

STEP FOUR: FIND A QUALIFIED CANDIDATE

STEP FIVE: INTERVIEWING AND SELECTION

Determining when a candidate is an appropriate “fit” for your district can come down to asking the right questions. The compiled list of sample interview questions is provided in Addendum B to be an aid as you narrow down to the right candidate.

STEP SIX: COMMIT TO THEIR PROFESSIONAL GROWTH

School Business Officials must complete an average of 20 contact hours per year of approved professional development education sessions to maintain their State of Iowa Authorization to serve as an SBO. The average number of hours earned by SBOs in 2012-13 was over 36. The rate of change in the accounting and reporting standards imposed by state, federal and GASB sources has increased greatly in just the past 5-10 years. The SBO is responsible for the prudent and legal management of nearly half of most local property taxes and half of the State of Iowa general fund budget as they come to the local school districts. You DO need to have a competent and currently trained professional in that role.

Addendum A Job Description Template

School Business Official

“Job Description”

“Position Responsibility”

Sample Template

______COMMUNITY SCHOOLS

Assignment Description

(add / delete as appropriate to assignment)

Position Title: ______

Reports to: Superintendent of Schools and Board of Education

Degree of Authority:

This position has the authority to decide or act within major areas of accountability subject to established guidelines.

Desired Qualifications:

o Possess or ability to qualify for School Business Officer authorization

• Basic criteria include a minimum of an associate’s degree in business or accounting or 60 semester hours of coursework in business or accounting of which 9 semester hours must be in accounting.

• Applicants must have successfully completed an Iowa division of criminal investigation and national criminal history background check.

o Successful Experience as an Iowa Public School Business Official or similar field

o Undergraduate degree in finance, business, accounting, or related areea

Annual Service: 12 month contract

Major Areas of Responsibility:

Financial Planning and Budgeting

1. Prepare certified and operating budgets in a timely manner.

2. Prepare enrollment projections, long range plans and projections pertinent to the financial needs of the district.

3. Prepare multi-year projections of revenues and expenditures.

4. Oversee implementation of grants and categorical funded projects.

5. Ensure compliance with bond and debt related issues.

6. Provide regular counsel and advice to the board and program administrators on fiscal and operational areas.

7. Optimize the handling of bank and deposit relationships and initiate strategies to enhance cash position and ensure appropriate investment of district funds as prescribed by Iowa Code and District policies.

8. Administer the continuous maintenance of property records.

9. Direct and implement an effective system of internal financial controls.

10. Oversee the maintenance of finance and business related records, reports and district files as determined by district policy and state laws.

Ensure district compliance with pertinent state and federal regulatory programs (i.e. AHERA, ATA)
Communicate district budget and operational status to the community as needed.

Accounting and Finance Systems

Ensure accounting procedures meet state requirements for all accounts.
Provide timely payment of bills and other accounts payable, prepare payroll.
Prepare monthly reports for the Board and program administrators highlighting variances in revenues and expenditures.
Investigate operations through appreciate internal audit procedures
Complete, monitor and report activities applicable to state and federally funded programs.
Maintain liaison with appropriate county and state officials as related to the fiscal operations of the district.
Arrange and coordinate preparation of documents for the annual financial audit
Implement audit suggestions regarding corrections, adjustments, internal controls and segregation of duties in the business office.

Purchasing and Supply Management

1. Supervise and evaluate Business Office personnel and budget

2. Oversee the district’s employee benefit program, including the district self-insurance program (if applicable) for medical/dental, workers compensation, life and disability insurance.

3. Ensure that payroll checks are issues to all district employees on a timely basis.

4. Make timely payments of employee withholdings to appropriate government and retirement systems.

5. Monitor compliance with 403B rules.

6. Submit required State and federal payments and reports.

7. Periodically gather comparison data on salary and benefits for negotiations.

8. Plan and coordinate the development of statistical, financial and management information related to employee relations.

9. Responsible for personnel and human resource operations, insurance and medical benefits.

Risk Management / Insurance

1. Manage the district insurance program related to property, worker compensation, liability, district-owned vehicles and employee health benefit programs

General Administration

2. Operate within the policies of and implement regulations developed by the District.

3. Establish annual personal and professional development goals focused upon effective leadership characteristics and specific job performance target areas.

4. Participate in workshops, conferences and / or other activities designed to maintain knowledge and skills regarding educational management, employee supervision and other matters pertaining to effective management.

5. Develop proposed policies relating to financial management for Board consideration.

6. Perform additional duties and responsibilities as assigned by the Superintendent of Schools

Community Relations

1. Prepare enrollment projections and assist the superintendent in projecting staff requirements

2. Participate in local, regional, state and national professional / educational organizations to stay current on school finance and related issues.

3. Regularly confer with building principals and administrators regarding problems / solutions related to district operations.

4. Work with commissioned architects in the construction and remodeling of facilities to ensure compliance with district requirements and economy.

5. Review all contracts between the district and outside contractors prior to board review.

6. Serve as an Officer of the Board as Board Secretary with related duties and responsibilities.

Office Management

1. Oversee the day-to-day operations of the district finance and business functions.

2. Recruit, interview and recommend qualified personnel for approved staff openings.

3. Establish orientation and staff development programs

4. Evaluate subordinate staff and make employment recommendations to the Superintendent.

Maintenance & Grounds

1. Supervise Buildings and Grounds staff.

2. Coordinate a system of preventive maintenance and duty schedules.

3. Develop plans of compliance with safety regulations for school facilities.

4. Make recommendations to the Superintendent and Board ofr needed repair and maintenance items that should be included in the budget.

5. Ensure appropriate maintenance, grounds keeping, security and housekeeping requirements for each building and site are accomplished.

Food Service

1. Supervise the manager or contracted service provider

2. Direct the general operations and financial procedures of the food service program.

3. Mange the free and reduced price federal lunch program component.

4. Supervise the health and safety standards compliance of the food program

5. Approve pay requests for services / products provided.

Transportation Service

1. Supervise the maintenance and safety inspection of school transportation equipment