Sep 15, 2024

School Business Administrator / Board Secretary - 0112

Full-time Administrative

Job Description

Job Description

Exhibit 6

PASSAIC BOARD OF EDUCATION

Passaic, New Jersey

JOB DESCRIPTION

TITLE: School Business Administrator/Board Secretary

QUALIFICATIONS:

A valid New Jersey School Business Administrator certificate or certificate of eligibility. A bachelor's degree or higher. At least seven years working in public or private sectors with experience in supervision and administration. At least five years accounting, budgeting, business administration, fiscal, public school administration, or purchasing experience. Knowledge of the principles and practices of financial accounting and reporting procedures consistent with statute, code, and GAAP requirements. Knowledge of accepted business practices in public school districts relative to budget preparation and administration, insurance, and purchasing. Management and communication skills. Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

REPORTS TO: Superintendent of Schools

SUPERVISES: Assistant School Business Administrator/Assistant Board Secretary

Director of Human Resources or Personnel

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:

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

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.

Oversee the operations of the departments supervised.

Assist in the development and preparation of the annual school budget and its presentation to the Board and the public. Responsible for the implementation of the budget and its controls throughout the year.

Responsible for the development, maintenance, monitoring, and updating of the Board's bylaws, policies, regulations, exhibits, and forms.

Responsible for maintaining accurate and detailed accounts of all financial transactions as required by statute, code, and Board policy. Reconcile all accounts.

Responsible for overseeing any audits and investigations of the district of any of its schools, divisions, departments, offices, or facilities.

Oversee the processing of all claims, invoices, and demands against the Board.

Oversee the collection and deposits of tuition fees and any other moneys due to the Board.

Act as the Purchasing Agent.

Supervise all purchasing, from bid or initial contract through receipt and delivery, to ensure compliance with all applicable statutes, code, and Board policies.

Oversee the processing of all purchase orders in accordance with all applicable statutes and codes.

Administer the district's insurance/risk management policies.

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

Serve as the authorized agent of the Board in site acquisition and sale/lease of property.

Oversee the scheduling and use of school buildings by authorized groups or individuals consistent with Board policy.

Oversee the district's payroll.

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. Prepare all meeting minutes.

Responsible for negotiating and implementing the health, hospitalization, major medical insurances, and other types of employee benefit plans.

Responsible for negotiating and maintaining adequate levels of insurance coverage for the Board members and staff, the district, and its facilities.

Oversee, evaluate, and supervise 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
  • Human Resources/Personnel h. Insurance
  • Payroll
  • Petty Cash and School Activities Accounts
  • Purchasing
  • Use of Facilities
  • Any and all other programs as determined by the Superintendent of School

Prepare and distribute materials to Board members.

Serve as the authorized custodian of records and agent of the Board for service of all legal documents, court pleadings, and legal notices. Prepare all legal advertisements.

Coordinate all activities with respect to the Open Public Records Act (OPRA) requests.

Maintain the official record of minutes of all Board meetings, regular and special. Responsible for the proper noticing of all Board meetings and Board committee meetings, as required by statute, code and Board policy.

Oversee the recording of all proceedings of Board meetings and its committee meetings. Oversee the preparation of the official minutes.

Handle properly all correspondence to the Board or sent on behalf of the Board.

Perform duties related to school elections as required by law and works cooperatively with the county board of elections, the county clerk, and the city clerk in facilitating all regular and special school elections.

Preside at the annual reorganization meeting of the Board until such time as a president is elected.

Administer the oath of office to newly elected Board members.

Annually develop and transmit to the county superintendent of schools, a list of names of the school officers and board members, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements. Prior to the annual submission, review the completed disclosure forms to assure that they have been completed correctly.

Notify the county superintendent of the names of newly elected or appointed board members.

Notify the New Jersey School Boards Association of the names of newly elected school board members in a timely manner to ensure the fulfillment of training required by the School Ethics Act.

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

Oversee the preparation of all vendor contracts and agreements to be entered into by the Board.

Supervise the planning, scheduling, and coordination of out-of-state travel for Board members, Superintendent, and staff.

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

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

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

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

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

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

Process all requests for attendance at conferences and absences.

Process all reimbursements requests for attendance at conferences and absences.

Process all petty cash vouchers and check issued by departments under purview. Oversee all petty cash accounts.

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

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

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

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

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

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.

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

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

Make staff recommendations to the Superintendent in the areas supervised; including, but not limited to appointments, transfers, and discipline.

Participate on interview committees as required by the Superintendent.

Prepare drafts of Board policies for the Superintendent's review to implement and improve the functions of the areas supervised.

Oversee the professional development of personnel supervised.

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

Oversee the implementation of New Jersey QSAC or equivalent system.

Sign all board of education approved contracts.

Oversee the Special Education Medicaid Initiative (SEMI) reporting process for the school district.

Oversee the Non-public Textbook Act requirements.

Prepare all shared services agreements with other government agencies, with the assistance of the board attorney.

Perform all duties as the district's Public Agency Compliance Officer as it pertains to vendor contracts.

Provide annual purchasing training to district staff.

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

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:

Twelve (12) months. Contract terms, salary, and benefits to be established by the Board and subject to approval as required by New Jersey law and regulations. Conditions established by laws and codes of New Jersey; and policies, rules, and regulations established by the Passaic Board of Education. Tenurable.

EVALUATION: Evaluated by the Superintendent of Schools

Approved: May 12, 2014

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