Assistant School Business Administrator - 0114

Exhibit 7

PASSAIC BOARD OF EDUCATION

Passaic New Jersey

JOB DESCRIPTION

TITLE: Assistant School Business Administrator/Assistant Board Secretary

QUALIFICATIONS:

1. A valid New Jersey School Business Administrator certificate or certificate of eligibility.
2. A bachelors degree or higher.
3. At least five years working in public or private sectors with experience in supervision and administration.
4. At least three years accounting budgeting business administration fiscal public school administration or purchasing experience.
5. Knowledge of the principles and practices of financial accounting and reporting procedures consistent with statute code and GAAP requirements.
6. Knowledge of accepted business practices in public school districts relative to budget preparation and administration insurance and purchasing.

1. Management and communication skills.
2. Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

REPORTS TO: School Business Administrator/Board Secretary

SUPERVISES: Accountants

Accounts Payable Manager

Budget Manager

Comptroller

Payroll Manager

Purchasing Manager

Other Business Office staff

Other staff members as the Superintendent may designate.

PERFORMANCE RESPONSIBILITIES:

1. Establish and promote high standards and expectations for all staff for excellent performance and responsibility for behavior.

1. Lead manage supervise develop and evaluate personnel supervised and other staff members as the Superintendent may designate in accordance with law code and Board policy.

1. Oversee the operations of the departments supervised.

1. Assist in the development and preparation of the annual school budget and its presentation to the Board and the public. Assist the School Business Administrator/Board Secretary with the implementation of the budget and its controls throughout the year.

1. Assist the School Business Administrator/Board Secretary with the development maintenance monitoring and updating of the Boards bylaws policies regulations exhibits and forms.

1. Assist the School Business Administrator/Board Secretary with maintaining accurate and detailed accounts of all financial transactions as required by statute code and Board policy. Reconcile all accounts.

1. Assist the School Business Administrator/Board Secretary with overseeing any audits and investigations of the district of any of its schools divisions departments offices or facilities.

1. Assist the School Business Administrator/Board Secretary with the processing of all claims invoices and demands against the Board.

1. Assist the School Business Administrator/Board Secretary with the collection and deposits of tuition fees and any other moneys due to the Board.

1. Act as the Purchasing Agent when the School Business Administrator/Board Secretary is absent.

1. Assist the School Business Administrator/Board Secretary with the supervision of all purchasing from bid or initial contract through receipt and delivery to ensure compliance with all applicable statutes code and Board policies.

1. Assist the School Business Administrator/Board Secretary with the oversight of the processing of all purchase orders in accordance with all applicable statutes and codes.

1. Assist the School Business Administrator/Board Secretary with the Administration of the districts insurance/risk management policies.

1. Provide all necessary fiscal reports and any other requested reports to the Superintendent and Board of Education.

1. Assist the School Business Administrator/Board Secretary with the scheduling and use of school buildings by authorized groups or individuals consistent with Board policy.

1. Assist the School Business Administrator/Board Secretary with oversight of the districts payroll.

1. Attend all meetings of the Board of Education including Committee of the Whole meetings unless excused by the Superintendent. Attend all committee meetings as required by the Superintendent. Attend meetings and prepare such reports for the Board as the Superintendent may request. Assist the School Business Administrator/Board Secretary with the preparation of all meeting minutes.

1. Assist the School Business Administrator/Board Secretary with negotiating and implementing the health hospitalization major medical insurances and other types of employee benefit plans.

1. Assist the School Business Administrator/Board Secretary with negotiating and maintaining adequate levels of insurance coverage for the Board members and staff the district and its facilities.

1. Assist the School Business Administrator/Board Secretary with oversight evaluation and supervision of the operation and functioning of the district and its schools consistent with the vision mission and goals for the district including the following programs and areas:

• Accounting
• Accounts Payable
• Audits
• Board of Education bylaws policies regulations exhibits and forms
• Budget
• Finance
• Insurance
• Payroll
• Petty Cash and School Activities Accounts
• Purchasing
• Use of Facilities
• Any and all other programs as determined by the Superintendent of School

1. Assist the School Business Administrator/Board Secretary with the preparation and distribution of materials to Board members.

1. Assist the School Business Administrator/Board Secretary with the preparation of all legal advertisements.

1. Assist the School Business Administrator/Board Secretary with the official recording of minutes of all Board meetings regular and special. Assist the School Business Administrator/Board Secretary with the proper noticing of all Board meetings and Board committee meetings as required by statute code and Board policy.

1. Assist the School Business Administrator/Board Secretary with the recording of all proceedings of Board meetings and its committee meetings; and the preparation of the official minutes.

1. Assist the School Business Administrator/Board Secretary with proper handling of all correspondence to the Board or sent on behalf of the Board.

1. Coordinate all activities to fulfill board member criminal history background check requirements.

1. Assist the School Business Administrator/Board Secretary with the preparation of all vendor contracts and agreements to be entered into by the Board.

1. Assist the School Business Administrator/Board Secretary with the planning scheduling and coordination of out-of-state travel for Board members Superintendent and staff.

1. Assist the Superintendent in long range and strategic planning for the district.

1. Assist in the determination of types of programs needed by the district and make appropriate recommendations.

1. Report on the status of district programs and services at the request of the Superintendent.

1. Interpret the programs and policies of the district to staff and the community at large.

1. Maintain liaison with social professional civic volunteer and other community agencies and groups having an interest in the schools.

1. Work with local state and federal agencies that provide services to the district.

1. Process all requests for attendance at conferences and absences.

1. Process all reimbursements requests for attendance at conferences and absences.

1. Assist the School Business Administrator/Board Secretary with the processing of all petty cash vouchers and check issued by departments under purview. Assist the School Business Administrator/Board Secretary with oversight of all petty cash accounts.

1. Keep the staff informed and seek ideas for the improvement of the district. Conduct meetings as necessary for the proper functioning of the district.

1. Maintain visibility with staff parents and the community attending school and community functions regularly to demonstrate a genuine interest in the students and staff.

1. Maintain effective communications with agencies and resources outside of the district representing the district at community state and professional meetings.

1. Continue to grow professionally through collaboration with colleagues and professional growth experiences.

1. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.

1. Observe strictly and exceed to avoid the appearance of conflict all requirements of the School Ethics Act and board policy on vendor relations 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.

1. Adhere to New Jersey school law State Board of Education rules and regulations Board of Education policies and regulations and contractual obligations.

1. Work with community and parent groups on matters pertaining to the district.

1. Make staff recommendations to the School Business Administrator/Board Secretary with in the areas supervised; including but not limited to appointments transfers renewals nonrenewal separation and discipline.

1. Participate on interview committees as required by the Superintendent.

1. Prepare drafts of Board policies for the Superintendents review to implement and improve the functions of the areas supervised.

1. Oversee the professional development of personnel supervised.

1. Oversee and handle State and Federal monitoring relative to the areas of supervision.

1. Oversee the implementation of New Jersey QSAC or equivalent system.

1. Assist the School Business Administrator/Board Secretary with the Special Education Medicaid Initiative (SEMI) reporting process for the school district.

1. Assist the School Business Administrator/Board Secretary with the Non-public Textbook Act requirements.

1. Assist the School Business Administrator/Board Secretary with the preparation of all shared services agreements with other government agencies with the assistance of the board attorney.

1. Perform all other duties as required by law code or Board policy.

1. Perform such other tasks and assume such other responsibilities as the Superintendent may assign from time to time and not otherwise prohibited by law or regulation.

TERMS OF EMPLOYMENT:

1. Twelve (12) months.
2. Contract terms salary and benefits to be established by the Board.
3. Conditions established by laws and codes of New Jersey; and policies rules and regulations established by the Passaic Board of Education.
4. Tenurable.

EVALUATION: Evaluated by the School Business Administrator/Board Secretary

APPROVED: May 12 2014

Required Experience:

Unclear Seniority