Department: Business Office
Reports To: Superintendent / Position Status: Full Time
Date: January 2015 / FLSA Status: Exempt
Job Summary: The Business Manager plans and manages the overall finance and accounting services of the Supervisory Union and its member districts, including cash management, accounting, payroll, contracts, and administration of the districts’ insurance programs. As part of the administrative and educational leadership team, he/she operates in compliance with School Board policy, state regulations and industry best practices to carry out the district’s mission and vision and to provide the best educational support services given the available resources.
Essential Functions:
Financial
- Serves as district financial officer and supervises the management of financial affairs in all schools
- Establishes and maintains sound cash management and investment programs for school districts
- Formulates budgets, implements long-range financial planning strategies and develops statistical, financial, and management information for use in planning and decision making
- Establishes and maintains efficient procedures and effective controls for all expenditures of school funds in accordance with adopted budgets, district policies and state and Federal regulations
- Establishes and maintains a sound system of internal controls for use by school districts and central office personnel to protect district and school-generated financial resources
Accounting
- Utilizes Generally Accepted Accounting Principles, practices and procedures in performing or reviewing accounting transactions
- Prepares and maintains depreciation schedules, asset listing and capital lease schedules and reconciles with source documents to insure accuracy
- Prepares and submits various reports related to the financial condition of the District for the State Department of Education, the Board of Education, and the administration
- Recommends annual announced tuition rate to district boards and supervises the eventual preparation, billing, and collection of tuition for all non-resident high school and vocational school students
- Conducts pre-audits of all obligations to ensure budgeted appropriation and unencumbered balances
Reporting
- Providestimely and accurate reports to appropriate administrators concerning the status of their budgetary accounts to prevent the over spending of any budgeted account
- Prepares management reports for end users (i.e. Boards, Principals, Directors, Administrative Assistants, etc.), performing reasonableness testing and quality assurance on the reports, preparing and executing adjusting entries, and distributing final reports as requested by the end user
- Facilitates annual audit by independent and/or elected auditors, developing requested financial statements and documents
- Reviews and advises the Superintendent on audit findings and addresses noted deficiencies
- Distributes final audit report to elected auditors, district boards, Department of Education, and other outlets as required by State law, Federal requirements of district policy
- Collects ADM date in compliance with State requirements and reconciles to all source documents
Internal Auditing and Controls
- Maintains a chart of accounts for the accounting system that complies with State’s financial reporting requirements
- Performs, or assists with, periodic internal audits to ensure compliance with district policy, State law, established accounting practices, or departmental operating practices. Identifies areas of concern, apprises district administrators of issues and risk, recommends methods of improvement, and implements agreed upon solutions
- Oversees compliance and professionalism of bidding and business affairs
Cash Management
- Establishes and maintains sound cash management and investment programs for school districts
- Reviews district cash flow to ensure timely payment of all financial commitments
Insurance
- Administers the District’s insurance programs (property, liability, dental, automobile, etc.)
- Oversees the timely reporting of all claims and incidents and assists district personnel with regular and ordinary insurance matters (coverage limits, deductibles, certificates of insurance, etc.)
Contract Management
- Administers financial audit and student transportation contracts
- Establishes effective and efficient procedures for formulating and negotiating contracts with vendors and consultants
- Acts as purchasing agent for school boards and establishes procedures for the purchase of goods and services
Supervisory
- Supervises and evaluates approximately 3 Business staff employees
- Responsibilities include interviewing, hiring and training; planning, assigning, and directing work; appraising performance; rewarding and disciplining; and addressing complaints and resolving problems.
Other
- Advises school boards on all logistical, business and financial affairs of the member district
- Develops models that integrate financial, statistical, and pupil achievement data or educational support programs.
- Supports school strategic planning by conducting logistical research and working with administrators to formulate appropriately aligned logistical plans
- Prepares data and reports required by statute and regulatory agencies.
- Performs other tasks and duties as directed by the Superintendent.
Qualifications:
Bachelors degree in Accounting and/or Business administration or other appropriate discipline plus a minimum of 5 years experience in school administration and/or school business management (or equivalent training and experience from which comparable skills and knowledge are acquired).
Required Knowledge, Skills and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:
- Knowledge and experience in financial management, contract management, project management, planning and forecasting. Proven ability in leadership and communication skills.
- Ability to attend meetings outside of normal business hours (Board and community meetings)
- Language Skills. Ability to read, analyze, and interpret complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to make effective and persuasive presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
- Mathematical Skills. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and factor analysis.
- Reasoning Ability/Mental Requirements. Ability to apply principles of logical thinking to a wide range of intellectual and practical problems.
- Communication & Interpersonal Skills. Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and State Agencies.
Tools/Technology Requirements: Experience and proficient computer skills in word processing, spreadsheet, and database programs required. Experience with Microsoft Office preferred.
Physical and Mental Demands: In general, a moderate degree of physical stamina isrequired to perform the essential functions of the job. The employee is regularly required to move around the office. Prolonged periods of sitting in front of a computer, reading, and keyboarding are often necessary. Stress can result from deadlines, conflicts, and other daily occurrences. The employee frequently reaches with hands and arms, with some bending and twisting to access file cabinets, office machinery and supplies. Close visual acuity is necessary.
Work Environment: Work is normally performed in climate controlled office environment, with very limited exposure to extreme heat/cold, poor ventilation, fumes, and gases. Noise level is moderate and includes sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in normal performance of job duties.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. All of the listed functions are important and are in no particular order. This is not an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.
APPROVALS
Direct Supervisor:
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Human Resources:
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REVIEWS
Employee:
I have read and understand the responsibilities of my position as described in the preceding job description.
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