Assistant School Business Administrator / Assistant Board Secretary

Responsibilities

Under the direction of the School Business Administrator/Board Secretary, the following duties are performed:

• Supervise, coordinate, and perform 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.
• Supervise, assign, coordinate, support, and train Business Office staff and other employees maintaining financial, billing, budgetary, purchasing, payroll, transportation-related, or business records.
• Provide technical advice, assistance, and training to staff regarding accounting procedures, budgetary controls, purchase orders, financial reports, billing, recordkeeping, and related Business Office functions.
• Serve 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.
• Maintain confidentiality, professionalism, discretion, and sound judgment in all Business Office and Board-related matters.

Budget, Financial Analysis, and Internal Controls

• Prepare, develop, implement, administer, and monitor assigned portions of the annual Commission budget.
• Prepare and analyze revenue and expenditure projections on a monthly and as-needed basis.
• Monitor budgetary transactions, expenditures, spending trends, available balances, and budget projections for departments, schools, programs, transportation operations, grants, districts, and other Commission accounts.
• Maintain records of the use and availability of funds by district, program, department, grant, school, or other allocation.
• Prepare, review, and monitor monthly budget transfers.
• Prepare reports for appropriate administrators and staff regarding budget status, available funds, projected expenditures, and fiscal concerns.
• Develop, maintain, review, and analyze internal control procedures for financial accuracy, accountability, and compliance, including periodic and weekly review of assigned internal controls.
• Recommend new or revised accounting, budgetary, or internal control procedures when desirable or necessary.
• Perform finance-related special projects as assigned.

Accounting, Financial Records, and Reporting

• Maintain and improve accounting systems, financial records, general ledger accounts, and fixed asset records.
• Review financial transactions and records to ensure compliance with applicable statutes, regulations, Board policies, accounting procedures, and sound business practices.
• Supervise and review the receipt, expenditure, reconciliation, and documentation of Commission funds.
• Prepare and analyze financial statements, schedules, reconciliations, accounting reports, management reports, and supporting documentation.
• Prepare state, county, federal, grant, non-budgetary, program-related, and other required reports, including ASSA and other reports required by governmental agencies or funding sources.
• Prepare reports for private, nonprofit, governmental, and other funding sources as needed.

Accounts Payable, Accounts Receivable, Payroll, Billing, and Enrollment

• Supervise and perform assigned accounts payable and accounts receivable operations.
• Review purchase orders for accuracy, budget availability, coding, documentation, approvals, and payment readiness.
• Supervise the collection, recording, billing, reconciliation, and follow-up of funds due to the Commission.
• Supervise the preparation and mailing of invoices in a timely manner.
• Prepare, proof, monitor, analyze, send, and reconcile monthly district billing, program billing, transportation billing, field trip billing, athletic billing, and other billings.
• Perform assigned payroll and agency account functions.
• Verify student enrollment in schools, programs, districts, or placements as needed for billing, reporting, budgetary, or program purposes.

Purchasing, Procurement, Contracts, and Bids

• Perform assigned purchasing, procurement, quote, bidding, contract, and related compliance functions.
• Review procurement documentation, purchase orders, quotes, bid documents, contracts, and supporting materials for accuracy and completeness.
• Perform assigned procurement, quote, and bidding duties in the absence of the School Business Administrator/Board Secretary or as otherwise directed.
• Analyze bids, prepare bid analyses, calculate costs, and develop recommendations for Commission programs, transportation services, districts, routes, renewals, summer services, and related operations.
• Prepare contracts and appropriate supporting documentation, including transportation contracts and related backup materials.
• Perform assigned contract renewal, cost calculation, route cost analysis, and related financial documentation duties.
• Ensure purchasing and procurement activities are conducted in accordance with applicable law, Board policy, Commission procedures, and sound business practices.

Transportation Department Business and Financial Operations

• Supervise and perform assigned business, financial, billing, budgetary, contract, procurement, and administrative functions related to the Transportation Department.
• Prepare, review, monitor, send, and reconcile transportation monthly billing and transportation monthly payments.
• Prepare, review, and monitor transportation contracts, route costs, field trip billing, athletic billing, bids, renewals, and related analyses.
• Calculate and review costs for bids, summer routes, renewal routes, route changes, and other transportation-related services.
• Monitor accurate route costs and review route changes for financial accuracy.
• Analyze transportation bids and prepare analyses for districts or programs as needed.
• Coordinate with transportation personnel regarding field trips, athletics, route costs, transportation contracts, billing, payments, and related Business Office matters.
• Provide backup support for transportation routing and related financial or administrative functions as assigned.
• Review transportation-related systems, reports, and maintenance entries, including Edulog-related financial or operational data, as assigned.

Grants, Special Revenue, and Program Funding

• Perform assigned grant, special revenue, state, federal, county, and program funding duties.
• Review special revenue project reports for compliance, accuracy, and proper documentation.
• Perform fiscal reporting, budget monitoring, reimbursement, drawdown, and related financial submission duties for funded programs.
• Complete funding applications as assigned.
• Monitor grant expenditures, balances, deadlines, compliance requirements, and supporting documentation.
• Prepare required fiscal reports, including SEMI-related reports and other program or funding reports as assigned.

Audit, Year-End Closeout, and Board Support

• Serve as liaison between the Business Office and auditors.
• Perform year-end closeout duties, including preparation of financial statements, schedules, reconciliations, supporting documentation, and audit materials.
• Provide records, reports, schedules, and supporting documentation needed for the annual audit and related financial reviews.
• Respond to audit questions and prepare documentation related to audit recommendations, corrective action items, and follow-up requirements as assigned.
• Perform Assistant Board Secretary duties as assigned.
• Prepare, review, and coordinate Board agenda items related to Business Office operations, including financial resolutions, budget reports, bill lists, transfers, contracts, bids, procurement items, transportation items, grants, and other business-related matters for Board consideration.
• Maintain official business and financial records of the Commission as assigned.
• Prepare, review, and coordinate legal notices, public reports, Board-related records, minutes-related support materials, financial attachments, and other Board-related Business Office documents as assigned.
• Attend Board meetings, committee meetings, administrative meetings, or other meetings as directed by the School Business Administrator/Board Secretary, Executive Director, or Superintendent of Schools.
• Perform assigned Board Secretary-related duties in the absence of the School Business Administrator/Board Secretary, consistent with certification, law, Board policy, Commission procedures, and administrative direction.

General Professional Responsibilities

• Attend on-site and off-site meetings, workshops, trainings, staffing, and professional development activities as directed.
• Communicate effectively with administrators, staff, districts, vendors, auditors, governmental agencies, transportation personnel, Board members, and other stakeholders.
• Work collaboratively with Commission departments and programs to support accurate budgeting, purchasing, billing, reporting, transportation-related business operations, and financial planning.
• Report to work on scheduled days, report on time, work scheduled hours, and follow Commission procedures regarding absences, tardiness, leave time, and lunch schedules.
• Maintain confidentiality at all times.
• Perform all other related duties as assigned by the School Business Administrator/Board Secretary, Executive Director, Superintendent of Schools, or designee.

Qualifications

• Bachelor's Degree in Accounting, Finance, Business Administration, Public Administration, or a related field.
• Valid New Jersey School Business Administrator Certificate, Certificate of Eligibility, or eligibility for certification. A letter of eligibility may be accepted where appropriate.
• Master's Degree, MBA, CPA, or other advanced credential in accounting, finance, business administration, public administration, or a related field preferred.
• Minimum of three years of experience in school accounting, auditing, finance, budgeting, public-sector accounting, or a related Business Office function.
• Prior experience in a school district, educational services commission, public agency, or school business office preferred.
• Demonstrated knowledge of school accounting, governmental accounting, budget development, financial reporting, purchasing, payroll, accounts payable, accounts receivable, grants, audit procedures, transportation-related business operations, and Board Secretary-related functions.
• Experience with financial accounting software, spreadsheet applications, Microsoft Office, and related business/financial computer systems.
• Strong analytical, organizational, supervisory, communication, interpersonal, and problem-solving skills.
• Ability to maintain confidentiality, exercise sound judgment, work independently, manage multiple priorities, and meet deadlines.
• Demonstrated initiative, personal integrity, professionalism, and business ethics.
• Valid New Jersey Driver's License, if required by the Commission.
• Must pass CHRU background check.
• Must have recent Tuberculosis screening.
• Such alternatives to the above qualifications as may be determined appropriate and acceptable by the Commission.

Pay

Annual Salary - $80,000 - $100,000

Benefits

• Health, Dental, and Vision
• Flexible Spending Account
• Employee Assistance Program
• 403(b) Plans
• PTO (Sick, Personal, and Vac