Assistant School Business Administrator/Assistant Board Secretary

Reports to: School Business Administrator/Board Secretary. Twelve-month position.

Qualifications

• Valid New Jersey School Business Administrator/Board Secretary certificate or eligibility
• Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code, and GAAP requirements
• Knowledge of accepted business practices in school districts related to budget preparation and administration, risk management, purchasing, transportation, food services, school plant operations, and facility planning
• Demonstrated organizational, communication, and interpersonal skills
• Administrative/Supervisory experience in an educational setting (Principal, Supervisor, etc.)
• Required criminal history background check and proof of U.S. citizenship or legal resident alien status
• Such alternatives to the above qualifications as the Board of Education and Superintendent of Schools may find appropriate and acceptable

Responsibilities

Essential Function: Assists the School Business Administrator/Board Secretary in managing and coordinating 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.

• Prepare the monthly financial statements, including transfers, and supervise the preparation of the monthly list of bills and claims, food service statements and agency reports
• Supervise the preparation and maintenance of accurate worksheets on appropriations and disbursements for the school district's budget, as well as state and federally funded programs
• Supervise the record keeping in the subsidiary accounts and the preparation of the monthly reports to verify accuracy and distribution of these reports on a timely basis
• Supervise and review the preparation warrants on a monthly basis
• Assist other staff members when the workload necessitates such additional help
• Evaluate Business Office staff as assigned by the School Business Administrator/Board Secretary
• Attend meetings of the Board, as directed by the Superintendent, as a resource person to the Superintendent and the Board
• Assist in the compliance with the Public School Contracts Law and in the supervision of the Purchasing Program of the district
• Review all vouchers for payment
• Supervise the payroll operations of the school district
• Act as an advisor to the Superintendent and School Business Administrator on all questions relating to the business affairs of the district
• Assist the School Business Administrator and Superintendent in the development and preparation of the school district budget
• Assist in the execution of the enacted budget, including the recommendation of administrative controls wherever required
• Prepare all transfers of budgetary allocations as needed and required, according to statute and regulation
• Provide assistance to all schools and program areas of budget allocation matters
• Assist the School Business Administrator in the administration of other supportive service areas as necessary
• Keep continually aware and knowledgeable of the laws, rules and regulations of the State Department of Education and other governmental agencies pertaining to business policies and practices and matters relating to the affairs of the Board of Education
• Assume statutory responsibilities and authority to assist the Board Secretary and to act in his stead during his absence or inability to serve (18A-17-13)
• Act as the school district's Custodial of School Records for all Open Public Records requests to ensure Affirmative Action compliance in awarding of contracts for the procurement of goods or services
• Daily supervision of the following personnel:
  • Payroll Secretary
  • Purchasing Secretary
  • Accounts Payable Secretary
  • Accounting Assistant / Payroll & Pensions Secretary
  • Food Service Manager
• Assist in:
  • Preparing monthly and year-end reports to the Board regarding the maintenance, repair and alterations to school district property and other interim reports, as conditions demand, when prompt corrective action is required
  • Developing and administering a system of inventory control and maintaining an up-to-date inventory of school property
  • The administration of the district wide telephone system
  • The compilation of the school property inventory data for financial reporting and insurance purposes
  • The coordination of activities relating to the bidding process
  • The supervision of overall activities of the computer services provided by the Asbury Park Computer Center
  • The administration of the insurance program of the district and in the development of a comprehensive insurance program
  • The preparation of certain reports as authorized by New Jersey Statute Title 18A and New Jersey Administrative Code Titles 6 and 6A and ensures their timely submission to appropriate authorities
• Perform any other duties that the immediate supervisor, the Superintendent of Schools or his designee may require

Responsibilities as Assistant Board Secretary

Essential Function: Assists the Board Secretary in performing the duties assigned to him by law including notifying Board members of all meetings, giving notice of and conducting all school elections and recording all proceedings of the Board of Education.

• Assist in the administration of oaths in relation to school matters of the Long Branch School District
• Assist in the supervision of the overall activities relating to the operation of an effective food service program including the job performance of the Food Service Manager
• Assist in the school board election process and other elections pertaining to school business in compliance with State Statutes and codes
• Assist in the preparation of the summary of the annual audit and recommendations
• Assist in the preparation and presentation to the Board of a detailed financial report at the close of the fiscal year
• Assist in reporting to the Commissioner the amount of interest-bearing debt remaining unpaid by the district, with the interest rate payable thereon, the dates on which bonds or other evidence of indebtedness were issued and the date or dates upon which they fall due
• Perform all other such responsibilities deemed appropriate by the immediate supervisor, the Superintendent of Schools or his designee

Pay

Starting salary: $145,000 – negotiable based on experience.