Position: Business Manager/Board Secretary

Reports to: Superintendent of Schools

Assignment: 245 days

7.5 hours/day

Job Summary: The Business Manager/Board Secretary shall manage, administer and supervise the district-wide business affairs and support the functions of the school district, as directed by the Superintendent. The individual shall provide necessary information to the Superintendent and Board of School Directors as necessary to plan and implement all fiscal operations of the school district.

Qualifications: Bachelor's degree in Accounting, Business Management, or related field, and/or a minimum of 5 years experience with business and administrative functions, preferably in public education. Strong computer, analytical, organizational and communication skills required.

POSITION FUNCTIONS AND RESPONSIBILITIES

Budget Preparation

• Prepare forms, materials, timeline, and directions for the budgeting process
• Present proposed budget and relevant fiscal information to Superintendent and Board
• Project all district revenues
• Revise budget as directed
• Summarize and transfer final budget to PDE form and submit
• Transfer final budget to FAS (financial accounting software)
• Meet all timelines and submission requirements (Sterling Act, Homestead/Farmstead, resolutions, etc.)

Financial Accounting and Purchasing

• Manage and oversee the purchasing process
• Maintain accurate codes according to the Chart of Accounts
• Ensure timely payment of invoices
• Ensure compliance with state and federal procurement requirements
• Manage physical assets, including equipment lease agreements

Cash Management and Investments

• Prepare and make bank deposits for all funds
• Verify receipt of scheduled state and/or federal wire transmittals
• Prepare and code revenue batch deposits per PDE chart of account for computer entry
• Project available funds for investment, compare investment opportunities, place investments, secure proper collateralization, monitor interest earnings
• Monitor major sources of revenue such as real estate taxes, EIT, real estate transfer taxes, state subsidies and federal grants

Monthly Reconciliations

• Prepare journal entries, as necessary
• Post monthly interest earnings (CD's, Money Market accts, PSDLAF, PLGIT, etc.)
• Enter void checks, as necessary
• Close, prove and balance all accounts/funds and verify cash account agrees with bank
• Print and reconcile to control accounts, expense, revenue, general ledger, and cash receipts reports for internal use and for future audits
• Provide monthly year-to-date expense reports to administrators, upon request

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  Coordinate liability, umbrella, vehicle, boiler and machinery, errors and omissions, bonding, and worker's compensation for the district. Review and update at least annually, adjust coverage and/or deductibles as needed
• Submit claims, as needed, track any costs related to claims, and all follow-up with insurance companies
• Contact for loss control audits for liability and worker's comp reviews
• Administer travel accident insurance for board members and administrators
• Member of district's Safety Committee
• Serve as liaison with insurance agent(s)
• Serve on the board for the South-Central Trust and attend meetings

Food Service

• Prepare and coordinate annual food service contract, including bid process during initial contract years, and renewal procedures for subsequent years
• Prepare the Monthly Claim for Reimbursement (PDE-2078) for National School Lunch Program (NSLP) subsidy
• Manage food service revenue including daily deposits, proper accounting and data entry of revenue, and end of month, quarter, and year revenue reports
• Verify and reconcile Food Service Management Company (FSMC) invoice. Conduct internal audits of food, labor, and other large expense items quarterly as well as performing random audits of smaller expense categories
• Ensure storage of supplies from the Bureau of Donated Commodities and monitor usage. Handle all communications with Bureau of Donated Commodities
• Maintain financial records as required by local, state, and federal laws for minimum of 6 years
• Provide student refunds when necessary
• Attend seminars and training sessions appropriate to the position
• Assist with enforcing and maintaining high standards of health, sanitation, and safety in all aspects of food handling and preparation
• Assist with implementing wellness guidelines, policies, and education
• Assist with providing information required for audits and inspections to local, state, and federal auditors and/or agencies
• Visit kitchens/cafeteria district-wide as necessary

Regulatory Compliance

• Coordinate, plan, prepare, and communicate all necessary information and reports for state audits
• Coordinate, plan, prepare, and communicate all necessary information and reports for the annual audit
• Prepare and submit all state and federal fiscal reports including General Fund Budget, Annual Financial Report, Application for Rental Reimbursement, Tuition Rate Calculation, Indirect Cost Rate Calculation, Instructional Expense Computations, Public Utility Realty Report, Request for Reimbursement of Charter Schools, Membership of School Board, Annual Liquid Fuels Tax Refund Report, Education of Incarcerated Juveniles Report
• Prepare annual billings to other districts for students attending district special education programs
• Prepare the Management Discussion and Analysis as part of the audit process

Supervisory

• Supervise and evaluate Business Office staff
• Review all requests for overtime, prep time reimbursement, extra duty requests

• 
  Attend all Board meetings and work sessions
• Act as a substitute for the recording secretary
• Serve in official capacity as School Board Secretary for the West Perry Board of Education
• Assist the board treasurer in preparing monthly reports

Bond Issues/Debt Service

• Manage and monitor the district's debt service, including timely payment of bond issue principal and interest. Maintain awareness of borrowing needs and/or refinancing opportunities
• Act as primary contact with financial management company, bond counsel, and solicitor
• Meet and discuss district finances with rating agency
• Represent the district at due diligence meetings with all parties
• Review bond bid document and official statement
• Assist with preparation of various closing documents including paying agent information

Contract Negotiations

• Provide documentation, input and/or suggestions to the board, as requested
• Participate in employee grievance hearings or arbitrations, as needed

Memberships/Meetings/Trainings

• Maintain active membership with PASBO and PSBA
• Attend conferences, meetings, webcasts, provided by PASBO, PSBA and PDE
• Perry Co. Tax Collection Committee (alternate delegate)
• South Central Trust Board Member
• Attend Financial Accounting Software user group meetings/trainings
• Attend CAIU meetings as needed
• Coordinate internal meetings with Business Office staff
• Convene the district's Safety Committee

• 
  Maintain active communication with other administrators and supervisory staff to ensure smooth slow of information, suggestions, and adherence to guidelines
• Maintain open communications with Business Office staff and other employees of the district
• Provide prompt responses to questions from staff, board members, parents, and community
• Support a positive climate and culture in interactions with staff, board members, parents, and community

Performs other assigned duties as required by the Superintendent.

GENERAL POSITION REQUIREMENTS

PHYSICAL CAPABILITIES:

Must be able to stand 1 hour at one time.

Must be able to sit 4 hours at one time.

Must be able to walk 1 hour at one time.

Must be able to bend/stoop, squat, and reach above shoulder occasionally.

Must be able to lift and carry up to 20 pounds frequently.

Must be able to lift and carry up to 25 pounds occasionally.

Must be able to do repetitive actions including grasping, pushing/pulling, fine-motor manipulation, writing or printing and twisting/turning frequently.

Must be able to use head and neck in static position, flexing and rotating frequently.

Must be able to adhere to daily time schedule.

Must be able to hear (40 decibel loss maximum).

Must be able to communicate verbally.

Must have vision requirements of near acuity of 20 inches or fewer and far acuity of 20 feet or more with depth perception, accommodation, and field of vision.

PHYSICAL ENVIRONMENT:

Encompasses all district-operated buildings and grounds. Center of operation is the district office, which is well-ventilated and well-lighted.

SPECIFIC SKILLS:

Must possess excellent accounting and general math skills

Must possess excellent oral and written communication skills

Must possess general office skills

Must have ability to operate various office equipment

Must possess computer/software skills