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ANTICIPATED Assistant Business Administrator/Board Secretary

Manville School District | Manville, NJ

  

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CountySomerset
Posted Date 10/11/2024
Expiration Date10/16/2024
Description ANTICIPATED Assistant School Business Administrator/Board Secretary

JOB GOAL:   To assist the Business Administrator in managing 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. 

QUALIFICATIONS:       
1.    Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAAP requirements.
2.   Knowledge of accepted business practices, laws and regulations governing school districts related to budget preparation and administration, risk management, purchasing, transportation, food services, school plant operations and facility planning, or is willing and able to study and attend training to gain this Knowledge.
3.   Minimum experience as determined by the board.
4.   Required criminal history background check and proof of U.S. citizenship or legal resident alien status.
5.   Demonstrated organizational, communication and interpersonal skills.
6.   Current residency in New Jersey, approved residency waiver or candidate agrees to obtain residency within one year of employment.
 
PERFORMANCE RESPONSIBILITIES for ASSISTANT BUSINESS ADMINISTRATOR:
Budget and Finance
  1. Assists the business administrator/board secretary in the preparation of the annual school budget and helps with the administration of all phases of the budget throughout the year.
  2. Assists in keeping accurate and detailed accounts of all financial transactions as prescribed by statute, administrative code and board policy.
  3. Assists the BA in auditing claims, invoices and demands against the board.
  4. Assists the BA in collecting tuition fees and other moneys due to the board not payable directly to the treasurer of school moneys.
  5. Assists in procurement of supplies and equipment for the district in accordance with law and board policies.
  6. Assists in administering the district's insurance/risk management program.
  7. Assists in the oversight of the preparation of the district payroll and ensures proper maintenance of records related to auditing requirements, tax laws, and employee benefits. Also assists with implementing hospitalization, major medical and other types of board-approved employee benefit plans.
  8. Assists the BA in keeping records of the investment of board funds in accordance with statute and board policy.
Facilities and Operations
  1. Assists the BA in overseeing the operation and maintenance of school facilities and custodial, grounds and maintenance services. Helps to maintain required reports.
  2. Assists the superintendent and the BA in the implementation of the district’s multi-year (3-5 years) comprehensive maintenance plan.
  3. Assists in the efficient operation of the district's food services program; ensures that procedures are in accordance with law and regulations.
  4. Assists in operation of the student transportation program.
  5. Assists in scheduling the use of school buildings and grounds by authorized groups in accordance with board policies.
  6. Assists in compiling a list with 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 background check.
Record Keeping/Reporting
  1. Assists in developing and updating policies for all aspects of the school business operation.
  2. Assists the BA/Board Secretary in maintaining the records and papers of the board, and makes public records available for public inspection.
  3. Maintains a log of general correspondence and drafts responses to inquiries.
  4. Attends meetings and training sessions, representing the school district and accurately recording items that must be handled by the district.
  5. Assists in preparing and updating the annual list (on or before February 1) of the school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements.
  6. Prior to the annual submission to the executive county superintendent, assists in checking that the completed disclosure forms to assure that both required forms have been filed; that all questions have been answered or indicated as not being applicable; and that each copy is signed by an original signature.
Board Responsibilities
  1. When assigned, attends district school board meetings and speaks on assigned topics.
  2. Assists in preparing the official meeting minutes and aids in handling correspondence of the board.
  3. Assists in preparing the list of the names of all persons on the February 1 list of school officials and all newly elected or appointed persons who have failed to file as required under the law.
Miscellaneous
  1. Performs such other duties as may be assigned by the business administrator/board secretary.
PERFORMANCE RESPONSIBILITIES FOR ASST BOARD SECRETARY:
 
Board meetings
Works closely with the Board President, the Superintendent and the Business Administrator to prepare a timely and complete agenda and to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members.

Record Keeping
  1. Assists the superintendent and the board in developing and updating policies for all aspects of the school business operation.
  2. Safeguards and maintains all records and papers of the board, and 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.
  3. 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.
  4. Ensures that Board meetings are advertised and held in accordance with the Sunshine Law.
Board Relations/Elections
  1. Notifies all board members of regular and special meetings.  Calls special meetings whenever requested by the board president or by a petition signed by a majority of the board.  Attends all board meetings.
  2. Records all proceedings of board meetings; prepares the official meeting minutes and handles all correspondence of the board.
  3. Performs duties related to school elections as required by law and works cooperatively with the county board of elections, the county clerk and district board of elections in facilitating all regular and special school elections.
  4. Presides at the annual reorganization meeting of the board until such time as a president is elected.  Administers the oath of office to newly elected board members.
Reporting Requirements
  1. Annually develops and transmits to the executive county superintendent of schools, on or before February 1, a list of names of the school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements.
  2. Notifies the executive county superintendent of the names of newly elected or appointed board members to obtain the state-required Financial and Personal/Relative Disclosure Statements and informs the executive county superintendent of new administrators or supervisors appointed after the April 30 filing date.
  3. Prior to the annual submission to the executive county superintendent, 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 being applicable; and that each copy is signed by an original signature.  
  4. Provides to the executive county superintendent the names of all persons on the February 1 list of school officials and all newly elected or appointed persons who have failed to file as required under the law.
  5. Notifies the New Jersey School Boards Association of the names of newly-elected or appointed school board members in a timely manner to ensure the fulfillment of training required by the School Ethics Act.
Miscellaneous Provisions
 
Performs such other duties as may be prescribed by law or assigned by the superintendent or the board.

SUPERVISES:   Business Operations Staff
TERMS OF EMPLOYMENT: Twelve months. Contract terms and salary to be determined by the board.
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.


Manville School District is an Equal Opportunity/Affirmative Action employer.
 
County
Somerset

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