School Business Administrator/Board Secretary

QUALIFICATIONS: 

1.   Graduation from a four year accredited college with a Bachelor's Degree in Business.
2. Minimum of five years experience in school Business administration in a NJ Public School District. 
3. Must hold certification as a School Business Administrator
4. N.J.S.A. 18A:27.1 et seq., and N.J.A.C. Title 6 Chapter 11, with a school business administrator endorsement (N.J.A.C 6:11-9.3 and 9.5). 
5. Experience in budget preparation and administration and understanding of statutory and code requirements related to school budgeting. 
6. Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAAP requirements. 
7. Knowledge of statutory requirements and accepted practices in school districts related to insurance, purchasing, transportation, food services, school plant operations and facility planning. 
8. Demonstrated organizational, communication and interpersonal skills. 
9. Demonstrate excellent leadership and organizational skills. 

JOB GOAL: To supervise, manage and coordinate the business affairs of the district efficiently and effectively; to ensure that educational support services help to achieve the educational goals of the district with the available financial resources. 

PERFORMANCE RESPONSIBILITIES: 1. Assists the Head of School in the preparation of the annual school budget and is responsible for the administration of all phases of the budget throughout the year;

2. Serves as general accountant for the board. Keeps accurate and detailed accounts of all financial transactions as prescribed by statute, administrative code and board policy; 
3. Assumes responsibility for the audit of all claims, invoices and demands against the board, present them for board approval and submits them to the treasurer of school moneys for payment; 
4. Collect tuition fees and other moneys due to the board not payable directly to the treasurer of school moneys and transmits such funds to the treasurer; 
5. Serves as the official purchasing agent of the board and is responsible for establishing procedures for the acquisition of supplies and equipment for the district in accordance with law and board policies; 
6. Administers the insurance/risk management program. 
7. Oversees the preparation of the payroll and ensures proper maintenance of records related to auditing requirements, tax laws, and employee benefits. Is responsible for implementing hospitalization, major medical and other types of board approved employee benefits plans. 
8. Responsible for investment of board funds in accordance with board policy; 
9. Oversees the operation and maintenance of all school facilities and supervises custodial, grounds and maintenance services. Ensures that all local, state/ federal standards for the health and safety of students and staff are maintained and that required reports are maintained; 
10. Assists the Head of School in the development and implementation of a multi-year (3-5 years) comprehensive maintenance plan and the district’s long range facilities master plan. 
11. Responsible for the efficient operation of the district’s food services program; ensures that procedures are in accordance with law and regulations, and supervises food service personnel;
12. Responsible for the safe, efficient operation of the student transportation program, ensures proper maintenance of district owned buses, review routes, and handles the business aspects of contracted transportation services; 
13. Assists the Head of School in projection of facility needs and oversees all construction programs. Helps develop educational standards for sites buildings and equipment, prepares cost data, and cooperates with architect and construction supervisor during construction programs; 
14. Acts as the agent of the board in site acquisitions and sale/ lease of property and is responsible for scheduling the use of school buildings and grounds by authorized groups in accordance with board policies; 
15. Oversee the reporting to the executive county Superintendent the report listing the name and social security number of each bus driver or substitute driver and certification of a valid school bus driver’s license and criminal history background check. 
16. Assists the Head of School and the board in developing and updating policies for all aspects of the school business operation;
17. Safeguards and maintains all records and papers of the board, and the devises a system of acceptable recording and filing to guarantee the safety and availability of all reports, minutes of meetings, contracts, communications and publications, and such other documents as the board may place in the secretary’s custody; 
18. Is responsible for the retention and destruction of public documents in accordance with state law and retention schedules and serves as the records management officer. 
19. Notifies all board members of regular and special meetings. Attends all board meetings; 
20. Records all proceedings of board meetings, prepares the official meeting minutes and handles all correspondence of the board; 
21. Presides at the annual reorganization meeting of the board until such time as president is elected.
22. Examine and audit all accounts and demands against the board, present them to the board at its meetings indicate the board’s approval and send them to the custodian for payment; 
23. Report to the board at each regular meeting the amount of the total appropriations and cash receipts for each account, the amount of warrants drawn against each account, and the amount of orders or contractual obligations incurred and chargeable against each account; 
24. Keep all contracts, records and documents belonging to the board; 
25. Give the board a detailed report of its financial transactions at the close of each fiscal year and file a copy with the county Head of School and make an annual report by August 1st to the commissioner; 
26. Report to the commissioner annually by August 1st the amount of unpaid school debt, the interest rate payable, the dates of issue and the due dates of bonds or other indebtedness; 
27. Prepare a summary of the annual audit and recommendations prior to the meeting of the board to act thereon and make copies of the summary available to interested persons;
28. Annually develops and transmits to the county Head of School of schools, on or before February 1st, a list of names of school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/ Relative Disclosure Statements; 
29. Prior to the annual submission to the county Head of School, checks that the completed disclosure forms have been reviewed to assure that both required forms have been filed, that all questions have been answered or indicated as not be applicable, and that each copy is signed by an original signature. And provides to the county Head of School the names of all persons on the February 1st list of school officials and all newly elected or appointed persons who have failed to file as required under law; 
30. Transmits to the county Head of School the names of newly elected or appointed board members who have completed the state required training program provided by the New Jersey School Boards Association; 
31. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
32. Observe strictly, to avoid the appearance of conflict, all requirements of the School Ethics Act (N.J.S.A. 18A:12- 21 et. seq.) regarding conflicts of interest in employment, purchasing, and other decisions, including solicitation and acceptance of gifts and favors, and submit in a timely fashion the required annual disclosure statement regarding employment and financial interests. 
33. Perform any duties that are within the scope of employment and certifications, as assigned by the Head of School and not otherwise prohibited by law or regulation. 
34. Perform any duties that are within the scope of employment and certifications, as assigned by the Head of School and not otherwise prohibited by law or regulation. 
35. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, school regulations and procedures, and contractual obligations. 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job..

 ENVIRONMENTAL DEMANDS: The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive: 1. Exposure to a variety of childhood and adult diseases and illnesses. 2. Occasional exposure to a variety of weather conditions. 3. Exposure to heated/air conditioned and ventilated facilities. 4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment. 5. Function in a workplace that is usually moderately quiet but that can be noisy at times. 

TERMS OF EMPLOYMENT: 12-month employee, salary and work year as set by the Board of Education

ANNUAL EVALUATION: Performance of this job will be evaluated annually in accordance with NJ State law and the provisions of the board’s policy on evaluations

Salary: 140K-160K with benefits