SECTION B: ADMINISTRATION
BA / Administrative Organization PlanBAA / Organization Chart
BAB / Line and Staff Relations
BAC / Job Descriptions
BACA / Job Description – Superintendent of Schools
BACAA / Job Description – Assistant Superintendent of Schools
BACB / Job Description – Qualifications & Duties of the Treasurer
BAD / Management Team
BADA / Incapacity of Superintendent
BADB
BADB-R / Incapacity of Treasurer [+REGULATION]
BAE / Superintendent’s Contract
BAF / Treasurer’s Contract
BB / Approval of Handbooks and Directives
BC / Policy Implementation
BCA / Development of Administrative Rules
BCB / Administrative Rules Dissemination
BCC / Curriculum Development, Adoption, and Review
BD / Program Consultants
BF
BF-R / Administrative Evaluation, Professional Staff Contracts & Compensation Plans (Administrators) [+regulation]
BFA
BFA-R / Evaluation of Professional Staff (Administrators both Professional & Support) [+regulation]
BFB / Evaluation of Treasurer
BG / Student Activity Program
BH / Relations with Police Authorities
BHA / Parent’s Rights and Responsibilities – Custodial and Non-Custodial
BI / Distribution of Materials
BJ / School Closing
BK / School Calendar/School Year
BL / School Day
BLA / School Ceremonies and Observances/Patriotic Exercises
BLB / Visitors to the Schools
BLC / Flag & Motto Displays
BM / Calendar
BN / Working Day for Teachers
BO / School Year
BP / Staff Travel Policy
BQ / Cellular Telephone Stipend
BR / Non-Routine use of School Buses
BS / Emergency Medical Authorization for Students and Staff
BT / Safety Program
BU / School Bus Safety Program
BUA / School Bus Idling
BUB
BUB-R / Protection for Reporting Safety Violations (Whistleblowers) [+regulation]
BV / Cash in School Buildings
BW / Petty Cash Accounts
BX / Research Projects
BY / Plans of Action
BZ / Reduction in Professional Staff Work Force
BA
ADMINISTRATIVE ORGANIZATION PLAN
The legal authority of the Board is to be transmitted through the Superintendent along specific paths from person to person as shown by the organization chart for the district. The lines of authority in the chart represent direction of authority and responsibility. The lines of authority in the chart represent direction of authority of this policy. In no way is this intended to thwart informal or informational relationships between participants of the organizational charts.
Adopted: 3/22/79
BAA Insert
BAB
LINE AND STAFF RELATIONS
The Board desires the Superintendent to establish clear understanding on the part of all personnel of the working relationships in the school system.
Lines of direct authority shall be those approved by the Board and shown on the district organization chart.
Personnel shall be expected to refer matters requiring administrative action to the administrator to whom they are responsible. That administrator shall refer such matters to the next higher administrative authority when necessary. Additionally, all personnel are expected to keep the person to whom they are immediately responsible informed of their activities by whatever means the person in charge deems appropriate. It is expected that the established lines of authority will serve most purposes.
Additionally, lines of authority do not restrict in any way the ethical, cooperative, sensible working together of the Board of Education and all staff members at all levels in order to develop the best possible school programs and services. The established lines of authority represent direction of authority and responsibility; when the staff is working together, the lines represent avenues for a two-way flow of ideas to improve the program and operations of the school system.
Since the effective administration of the school system requires the delegation of authority, in order for the Board of Education to be kept informed of where specific authority lies, the Superintendent will inform the Board in writing of his or her specific delegations of authority to subordinates, and, in turn, of their specific delegations to their subordinates, and so on down through the organizational chart.
Adopted: 3/22/79
BAC
JOB DESCRIPTIONS
The Superintendent of Schools is authorized to develop or have developed job descriptions for all personnel working under the Superintendent of Schools in the organization.
Adopted: 3/22/79
BACA
JOB DESCRIPTION – SUPERINTENDENT OF SCHOOLS
1. To be the chief executive officer of the school system, chief advisory officer to the Board of Education, and to serve as the liaison between system personnel and the Board (excluding those in the Treasurer’s Office).
2. To administer the operation of the school system, to attend all meetings of the Board, to serve as an advisor to all Board committees.
3. To conduct a periodic appraisal of the total school program, and to provide the Board with recommendations for the best education and services for the advancement of the school system.
4. To exercise leadership in the formulation of school objectives, procedures, plans and programs; to prepare and present facts, explanations, and recommendations to the Board, assisting it in its duty of policy formation for the school system.
5. To be responsible for recommending to the Board the organizational structure of the Maple Heights City Schools.
6. To recommend for appointment, election, or employment all of the staff, and to assign, transfer, supervise and/or recommend for dismissal any or all employees of the Board (exclusive of those reporting to the Treasurer).
7. To direct the preparation of the annual budget and appropriations in consultation with the Treasurer; to administer the appropriations as enacted by the Board, acting at all times in accordance with legal requirements and Board policy.
8. To be responsible for approving or designating the employee to approve all requisitions for the expenditure of all district funds.
9. To be responsible for the preparation of personnel procedures, the maintenance of personnel records, procedures, and maintenance of student records, appropriate business records and other such records as may be required by law or Board policy.
10. To establish or alter attendance boundaries in the interest of good school administration of the instructional program, and to assign students to proper schools and grades.
11. To be the chief representative of the schools before the public, to be responsible for communications with news media, to provide for a program of publicity and public relations, and to keep the public informed as to the activities, the needs, and the accomplishments of the school system.
12. To be responsible for the instructional program of the schools; to be responsible for the management of the school system; to provide for the necessary supervision of the programs, personnel, and students in the system; and to be responsible for the conduct of the business affairs of the district.
13. To be responsible for the effective carrying out of all constitutional requirements, statutory obligations, state regulations and Board policies.
14. To be responsible for the communication to all employees of the actions of the Board relative to personnel matters; to receive from employees all communications to be made to the Board.
BACA-2
15. To have authority to establish procedures and give instructions for all employees and students in the district, as may be necessary to implement Board policy.
16. To prepare agendas for Board meetings in consultation with the Board President and with other Board members, and to forward such data to the Treasurer for publication and dissemination.
17. To act on own discretion, if necessary, in any matter not covered by Board policy; to report such action to the Board as soon as practicable, and to recommend policy in order to provide guidance in the future.
18. To recommend to the Board in accord with existing Board policy the sale of all property no longer required by the Board and supervise the proper execution of such sales.
19. To perform such other tasks, relating to this job description, as may be required from time to time, by the Board.
Terms of Employment: According to the provisions of 3319.01 ORC, contract term and salary as established through negotiations with the Board.
Evaluation: Performance of this job will be evaluated annually in accord with the Board policy and contractual obligations.
Adopted: 3/22/79
BACAA
JOB DESCRIPTION – ASSISTANT SUPERINTENDENT OF SCHOOLS
1. Work as directed and required by the Superintendent.
2. In the absence of the Superintendent and when so directed by the Superintendent, to fulfill all of the duties and responsibilities of the Superintendent as set out in policy BACA.
3. To perform such other tasks as may be required from time to time by the Board.
Adopted: 3/16/94
BACB
Qualifications & duties of the TREASURER (JOB DESCRIPTION)
Title: Treasurer
Department: Administration
Building/Facility: Central Office
Reports to: Board of Education
Employment Status: Regular / Full-time
FLSA Status: Exempt
General Description: Serve as District’s chief financial officer; assume responsibility for receipt, safety
and disbursement of all District funds; direct and manage all financial accounting programs and systems.
Essential Functions:
1. attend all Board meetings
2. record proceedings of Board meetings
3. prepare annual budget and appropriations resolution with assistance of Superintendent
4. receive, deposit and account for all school funds of the District
5. adhere to purchase order system with purchase order to be approved by Treasurer only on a “funds available” basis
6. render monthly statement to Board and, as needed, to Superintendent
7. sign all checks in accordance with law
8. make available to members of the Board or administration all papers and documents entrusted to Treasurer for filing, for public inspection whenever necessary and as prescribed by law
9. keep on record for Board’s information complete listing of all insurance policies and premiums on all District properties
10. complete and file at proper times all forms, reports, papers and other requirements as prescribed by Auditor, Department of Education, or other state or local agencies
11. prepare and maintain on file all employee contracts
12. receive all moneys belonging to District, including payment of taxes from county treasurer
13. assist in decisions concerning investment of idle District funds
14. prepare and submit monthly report on District’s fiscal status
15. render full annual report at the end of each fiscal year
16. pay out District moneys on written order of designated Board officials
17. supervise staff members of Treasurer’s office
18. maintain filing system for Board business and transactions
19. handle communications and correspondence for Board
20. prepare salary notices
21. maintain record of retirement contributions
22. prepare all purchase orders
23. certify all purchase orders and requirements for supplies and services
24. maintain complete and systematic set of financial records
25. record all sick leave, personal leave and vacation leave for all employees
26. prepare advertisement of all legal notices concerning Board business
27. prepare long-range financial projects with Superintendent for Board
BACB-2
28. act as financial resource person for Board’s negotiating team and at all public meetings
29. provide and counsel staff members in areas of insurance benefits, retirement provisions, local tax laws, provisions of sick leave policy and other information concerning fringe benefits
30. prepare necessary paperwork for operating levies and bond issues
31. make contacts with public with tact and diplomacy
32. maintain respect at all times for confidential information, e.g. personnel information
33. interact in positive manner with staff, students, and parents
34. promote good public relations by personal appearance, attitude and conversation
35. attend meetings and in-services as required
Other Duties and Responsibilities:
1. evaluate staff members of Treasurer’s office
2. obtain and file teaching certificates
3. prepare and issues written notice of intention not to re-employ professional and support staff
4. respond to routine questions and requests in appropriate manner
5. cooperate with Superintendent in development and implementation of administrative and Board policies
6. attend meetings and conferences designed to enhance professional qualifications
7. serve as role model for students on how to conduct themselves as citizens and as responsible, intelligent human beings
8. instill in students belief in and practice of ethical principals and democratic values
9. perform other duties as assigned
Qualifications:
1. state of Ohio Treasurer’s license
2. degree in accounting, business management or related field from accredited college or university
3. formal training/experience in accounting and fiscal procedures
4. alternatives to above qualifications as Board may find appropriate
Required Knowledge, Skills & Abilities:
1. knowledge of accounting principals, financial statements, and investments
2. ability to research, comprehend and interpret applicable laws
3. knowledge of accounting software
4. organizational and problem-solving skills
5. ability to work effectively with others
6. ability to communicate ideas and directives clearly and effectively, both orally and in writing
7. effective, active listening skills
8. records management skills
9. experience in payroll and accounts payable procedures
Equipment Operated:
1. computer/printer
2. calculator
3. copy machine
4. fax machine
5. telephone
BACB-3
Additional Working Conditions:
1. occasional travel
2. occasional evening and/or weekend work
3. requirement to lift, carry, push and pull various items
4. repetitive hand motion, e.g., computer keyboard, calculator, adding machine, typewriter
5. occasional exposure to blood, bodily fluids and tissue
6. occasional interaction among unruly children
7. regular requirement to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, climb, kneel and stoop
Note: The above lists are not ranked in order of importance.
This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor/appointing authority.
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Board President Date
My signature below signifies that I have reviewed the contents of my job description and that I am aware of the requirements of my position.
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Treasurer Date
Legal Refs ORC 131.18; 3301.074; 3311.19; 3313.14; 3313.15; 3313.22; 3313.24;
3313.26 through 3313.34; 3313.51; 5705.41; 5705.412; 5705.45