<p>TITLE: SCHOOL BUSINESS ADMINISTRATOR/BOARD SECRETARY</p> <p>QUALIFICATIONS:</p> <ul> <li>Valid New Jersey School Business Administrator Certification </li><li>Master's degree in business administration or related field and/or Certified Public Accountant License </li><li>At least three (3) years of successful experience as a School Business Administrator or Assistant Business Administrator for a public school district preferred </li><li>Understanding of the principles and practices of financial accounting and reporting procedures consistent with the statute, code and GAAP requirements </li><li>Knowledge of NJ Department of Education fiscal/accounting procedures and guidelines and generally accepted business practices in public school districts related to budget preparation and administration, risk management, purchasing, transportation, food services, school plant operations, and facility planning </li><li>Knowledge of NJ Department of Education accounting and fiscal requirements for public school districts including knowledge of Federal and State grant fiscal requirements </li><li>Certification as a Qualified Purchasing Agent (QPA) preferred or willing to obtain and maintain certification as a QPA </li><li>Excellent interpersonal communication and organizational skills with demonstrated initiative, leadership and business ethics </li><li>Pass mandatory pre-employment physical, including drug screening in accordance with N.J.S.A.18A: 16-2(b) </li><li>Pass mandatory criminal history screening in accordance with 18A:6-7.1 </li><li>Consistent attendance as defined by the New Jersey Department of Education </li><li>Proficient with Microsoft Office, Google, and general computer skills, fiscal data management systems and personnel systems </li><li>Ability to travel to all buildings throughout the day </li></ul> <p>REPORTS TO: Superintendent of Schools</p> <p>SUPERVISES: All maintenance, grounds, cafeteria and business office personnel.</p> <p>JOB GOALS: To supervise all activities related to the business office functions, physical plant and maintenance, transportation and food service operations of the District. Serve as Secretary to the Board of Education.</p> <p>PERFORMANCE RESPONSIBILITIES:</p> <p>Secretary to the Board of Education</p> <ul> <li>Serves as Secretary to the Board of Education. </li><li>Responsible for notification, advertisement and recording of proceedings of all Board of Education meetings and ensuring Board meeting minutes are maintained and published as required by law. </li><li>Attends all Board meetings, keeping full and accurate minutes. </li><li>Prepares, in consultation with the Superintendent and Board President, an agenda of all known items of business to be considered at a meeting and ensures delivery of the agenda to appropriate persons as provided by law and Board policy. </li><li>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. </li><li>Responsible for the retention and destruction of public documents in accordance with state law and retention schedules and serves as the Custodian of Government Records ensuring compliant practices with all requirements of the Open Public Meetings Act (OPMA) and the Open Public Records Act (OPRA). </li><li>Performs duties related to school elections as required by law and works cooperatively with the County Board of Elections and the County Clerk in facilitating all regular and special school elections. </li><li>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. </li><li>Notifies the New Jersey School Boards Association of the names of newly-elected or appointed school board members promptly to ensure the fulfillment of training required by the School Ethics Act. </li><li>Oversees the filing of the Financial and Personal/Relative Disclosure Statements and notifies the Executive County Superintendent of the names of all school officials and all elected or appointed persons who have failed to timely file the Disclosure Statements as required by law. </li></ul> <p>Business Office Practices</p> <ul> <li>Serves as the general accountant for the Board of Education, maintaining accurate, detailed accounts of all financial transactions in accordance with law and policy. </li><li>Supervises all activities related to purchasing goods and services necessary to operate the school district in accordance with the New Jersey State Statutes, New Jersey Administrative Code and Board of Education Policy. </li><li>Supervises the accounting, budget, and payroll for fixed assets and all district and district-related funds, risk management systems including but not limited to student organization and enterprise, funds the district to ensure the ability to generate detailed and accurate financial data to facilitate the decision-making process of the Board of Education and Superintendent of Schools. </li><li>Maintains the Standard Operating Procedure Manual and assesses business management practices to achieve efficiency in accordance with guidelines from the NJ Department of Education and NJQSAC. </li><li>Ensures funds are spent prudently by providing adequate control and accounting of the districts financial and physical resources. </li><li>Oversees preparation of the payroll and ensures proper maintenance of records related to payroll requirements, tax, pension, unemployment laws and other related employee benefits. </li><li>Ensures procurement of the annual audit and coordinates the documentation necessary for the completion of and required reporting of the annual audit of the district's business practices. </li><li>Collects fees and other monies due to the Board, deposits funds and ensures completion of reconciliation reports monthly. </li><li>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. Oversees all bidding, Requests for Proposals and Competitive Contracting processes for the district. </li><li>Administers the insurance/risk management program. Assists in selecting/implementing hospitalization, major medical and other types of board-approved employee benefit plans consistent with law, Board policy and local association(s)' collective bargaining agreements. </li><li>Responsible for the investment of district funds in accordance with law and Board policy. </li><li>Consults with other administrators, architects, attorneys and financial advisors in planning construction, contracting and acquiring suitable financing for district capital projects. </li><li>Publishes all legal notices concerning district business. </li><li>Prepares in conjunction with the Administration and the Board of Education the annual school budget for presentation to the State Department of Education and the voters of the community. </li><li>Monitors the budget as adopted by the Board of Education and ensures expenditures are consistent with the adopted budget. </li><li>Oversees all grant application and implementation processes to ensure compliance with grant requirements. </li></ul> <p>Facilities/Food Service/Transportation</p> <ul> <li>Oversees operation and maintenance of all school facilities to provide safe, efficient and attractive buildings with a strong emphasis on preventative maintenance and care. </li><li>Ensures appropriate supervision of custodial, grounds and maintenance services. </li><li>Ensures that all local, state/federal standards for the health and safety of students and staff are maintained and that required reports are maintained. </li><li>Oversees the scheduling, insurance, maintenance and other matters related to the use of district facilities by community organizations in accordance with law and Board policy. </li><li>Supervises the preparation and implementation of the district's long-range, multi-year Comprehensive Maintenance Plan and long-range facilities master plan. </li><li>Assists the Superintendent of Schools in the projection of facility needs and oversees all construction/capital improvements projects. Helps develop standards for sites, buildings and equipment for educational settings. Prepares cost data and cooperates with architect and construction supervisors during capital projects. </li><li>Interfaces with all appropriate service persons in the planning, financing, contracting, repair and construction of any physical facility in the district. </li><li>Oversees the efficient operation of the district's food services program and staff and ensures that procedures are in accordance with law and regulations. </li><li>Oversees the safe, efficient operations of the student transportation program, oversees the business aspects of contracted transportation services, reviews routes and serves as the district's contact concerning bus accidents as required by law. </li><li>Keeps professionally current and informed on research-based public finance practices. </li><li>Performs any other duties as prescribed by statute or assigned by the Superintendent of Schools and all functions outlined in Title 18A. </li></ul> <p>TERMS OF EMPLOYMENT: Twelve (12) month exempt position</p> <p>EVALUATION: Performance of this position will be evaluated in accordance with provisions of the Board policy on Evaluation of Administrative Personnel by the Superintendent of Schools.</p>