Assistant School Business Administrator ​/ Assistant Board Secretary

School Business Administrator

Responsibilities:

A. Business Office Administration and Supervision Under the direction of the School Business Administrator/Board Secretary, supervises, coordinates, and performs assigned Business Office operations related to budget, accounting, purchasing, accounts payable, accounts receivable, payroll, agency accounts, transportation finance, grants, billing, financial reporting, and Board-related business functions. Supervises, assigns, coordinates, supports, and trains Business Office staff and other employees charged with maintaining financial, billing, budgetary, purchasing, payroll, transportation-related, or business records.

Provides technical advice, assistance, and training to staff regarding accounting procedures, budgetary controls, purchase orders, financial reports, billing, recordkeeping, and related Business Office functions. Serves as a resource to Commission personnel on matters related to budget, finance, accounts receivable, accounts payable, payroll, purchasing, grants, transportation-related business operations, and financial procedures. Maintains confidentiality, professionalism, discretion, and sound judgment in all Business Office and Board-related matters.

B. Budget, Financial Analysis, and Internal Controls Under the direction of the School Business Administrator/Board Secretary, prepares, develops, implements, administers, and monitors assigned portions of the annual Commission budget. Prepares and analyzes revenue and expenditure projections on a monthly and as-needed basis. Monitors budgetary transactions, expenditures, spending trends, available balances, and budget projections for departments, schools, programs, transportation operations, grants, districts, and other Commission accounts.

Maintains records of the use and availability of funds by district, program, department, grant, school, or other allocation. Prepares, reviews, and monitors monthly budget transfers. Prepares reports to appropriate administrators and staff regarding budget status, available funds, projected expenditures, and fiscal concerns. Develops, maintains, reviews, and analyzes internal control procedures for financial accuracy, accountability, and compliance, including periodic and weekly review of assigned internal controls.

Recommends new or revised accounting, budgetary, or internal control procedures when desirable or necessary. Performs finance-related special projects as assigned.

C. Accounting, Financial Records, and Reporting Under the direction of the School Business Administrator/Board Secretary, maintains and improves accounting systems, financial records, general ledger accounts, and fixed asset records. Reviews financial transactions and records to ensure compliance with applicable statutes, regulations, Board policies, accounting procedures, and sound business practices. Supervises and reviews the receipt, expenditure, reconciliation, and documentation of Commission funds.

Prepares and analyzes financial statements, schedules, reconciliations, accounting reports, management reports, and supporting documentation. Prepares state, county, federal, grant, non-budgetary, program-related, and other required reports, including ASSA and other reports required by governmental agencies or funding sources. Prepares reports for private, nonprofit, governmental, and other funding sources as needed.

D. Accounts Payable, Accounts Receivable, Payroll, Billing, and Enrollment Under the direction of the School Business Administrator/Board Secretary, supervises and performs assigned accounts payable and accounts receivable operations. Reviews purchase orders for accuracy, budget availability, coding, documentation, approvals, and payment readiness. Supervises the collection, recording, billing, reconciliation, and follow-up of funds due to the Commission. Supervises the preparation and mailing of invoices in a timely manner.

Prepares, proofs, monitors, analyzes, sends, and reconciles monthly district billing, program billing, transportation billing, field trip billing, athletic billing, and other billings. Performs assigned payroll and agency account functions. Verifies student enrollment in schools, programs, districts, or placements as needed for billing, reporting, budgetary, or program purposes.

E. Purchasing, Procurement, Contracts, and Bids Under the direction of the School Business Administrator/Board Secretary, performs assigned purchasing, procurement, quote, bidding, contract, and related compliance functions. Reviews procurement documentation, purchase orders, quotes, bid documents, contracts, and supporting materials for accuracy and completeness. Performs assigned procurement, quote, and bidding duties in the absence of the School Business Administrator/Board Secretary or as otherwise directed.

Analyzes bids, prepares bid analyses, calculates costs, and develops recommendations for Commission programs, transportation services, districts, routes, renewals, summer…