Business Manager​/District Clerk

Business Manager/District Clerk

Reports To:

Superintendent

Supervises (if applicable):
Central Office Personnel

Job Definition or Goal:
To ensure that the school district derives maximum educational dividends from prudent expenditure of school dollars and follows established state laws and regulations.

Serves as the Chief Financial Officer of the district and performs all district clerk tasks as outlined by School Laws of Montana and the Board of Trustees. Advises the Trustees on financial and operational constraints as outlined by law. Attends Trustees' meetings and ensures that a permanent record is maintained as required by law, and, if unable to attend, ensures a qualified designee maintains an accurate record.

Keeps an accurate and detailed accounting record of all receipts and disbursements of district funds in accordance with district approved accounting procedures. Maintains accurate and detailed accounting records of all financial transactions of the district, serving as a liaison during any financial and labor audits as required. Serves as the election administrator for the District unless the county administers an election at the request of the district.

Acts as the custodian of all documents, records, and reports of the trustees, including the Trustees' report required under 20-9-213. Designs, maintains and supervises an effective system of filing and securing all documents, records and reports of the Board of Trustees. Directs, monitors and supervises financial and related activities in all trustee, general and special levy elections. Prepares annual financial records and accounts for examination by district-selected auditor.

(Includes pre-audit and post-audit procedures.) Supervises direct appropriations of budgeted funds and administers existing budgets according to state law and district policy. Supervises issuance of all warrants drawn against district funds as approved by the Board of Trustees. Develops proposed school system budgets in cooperation with the superintendent and budget unit managers Conducts long-term fiscal planning, receipt estimation, budget control and fiscal relations with other governmental units.

Prepares all state reports and claims as required by law and or requested by the trustees. Maintains strict accounting for the general fund, capital reserve funds, trust funds, construction funds, internal accounts, enterprise funds, voucher and payroll responsibilities, government tax and pension accounting, special funds, transportation fund, retirement fund, tuition fund and special government grants and supportive projects. Supervises and manages the debt service and capital funds in terms of long and short term financing, maturities and debt payments, long range capital programs, investments and short term management.

Plans, directs and supervises the district's capital fixed assets and non-capital assets and provides effective, efficient inventory control system. Supervises and directs the financial reporting control of investments of all available district funds to insure maximum benefit for the district. Responsible for supervision, planning and development of the district insurance risk management program. This responsibility includes managing insurance matters in respect to insuring policies, insurable values, coverages to be provided, claims reporting, procurement procedures, claims records, distribution of insurance to companies, agents and broker.

Supervises and directs activities of all business office personnel directly assigned by the superintendent. Maintains and provides personnel management data to the superintendent as requested to include tenure statues, sick leave records, contracts salaries, retirement and deduction data, earning records, withholding tax and group insurance data, social security, tax sheltered annuities, flex plan, substitute and part-time employees. Responsible for posting all notices of legal actions of the district.

Provides the superintendent and the board with materials, records, reports and research pertaining to the business operation as requested. Acts as an advisor to the…