Assistant School Business Administrator ​/ Assistant Board Secretary

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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 services, and related operations.
• Prepares contracts and appropriate supporting…