SCHOOL BUSINESS ADMINISTRATOR
DISGUISHING FEATURES OF THE CLASS
This is a professional business management position responsible for financial management plans of large school district. Activities are performed in accordance with established policies under the direction of the Assistant Superintendent with leeway permitted for the exercise of independent judgment. Coordinates financial transactions to prepare cost analysis reports, evaluates current or planned activities of the district and makes recommendations. This position directs and supervises the work of the business office staff. Does related work as required.
Typical Work Activities
Directs studies of financial transactions to prepare cost analysis reports for the board.
Supervises the maintenance of grant accounts in order to make required reports to funding agencies.
Prepares special reports on district operations at the request of the Board, Superintendent, and state/federal agencies.
Issues budget preparation schedule to all district department heads to meet legal and school board policy requirements.
Reviews and consolidates all budget requests and revenue sources to prepare and develop the budget document.
Oversees the preparation and submission of the District's State Aid Reports.
Explains tentative budget to school board, community groups and news media to improve their understanding.
Upon notification of an actual or potential change in resources or appropriations, evaluates the current or planned activities of the district, and on the basis of this evaluation recommends to the board or the taxpayers those particular budget cuts or supplementary budget amounts which should be considered by them.
Explains financial budget allocations to department heads to inform them of available funds.
May schedule, review and participate in periodic staff inspections of district facilities to determine needed improvements, replacements, and correction of safety hazards.
Prepares long and short term financial plans for use by administrators and board who consider educational needs, population projections, plant development plans, staffing needs, and revenue projections.
Determines sources for current temporary borrowing and employs competitive bidding to obtain best interest rates based on repayment conditions and potential for reinvestment of borrowed funds.
Determines best available investment instruments and obtains quotations on Interest rates considering investment amount, time of investment, prevailing interest rates.
Establishes annual calendar of payments on loans to assure availability of funds to meet debt service requirements.
Develops plans for long-term borrowings by use of capital notes and/or serial bonds including the preparation of repayment schedules, development of data for bond sale prospectus, and arranging for sale of bonds in cooperation with bond consultants.
Provides fiscal, statistical and business management information in support of state and federal grant applications for district projects.
Coordinates fiscal, management, and reporting functions of food service programs through the establishment of a system of controls to assure compliance with federal, state and board requirements.
Compiles a variety of financial and operational reports on food service programs for federal and state agencies and the school board.
Develops the district risk management program on the basis of evaluation of exposures and makes recommendations to the board.
Reports in writing on liability, real and personal property and other covered losses to carrier and to board.
Maintains an insurance register for ready access to policy information.
Periodically audits insurance coverage against inventories, appraisals, liabilities, and replacement cost.
May establish an insurance program calendar to assure timely review, renewal, revision, or cancellation.
Provides financial and other data to a negotiator, negotiating team, fact finder, mediator or arbitrator, before, during or after contract negotiation.
Establishes a calendar of purchasing activities to assure timely ordering and delivery of goods and services.
Writes specifications based on requests for supplies, services and equipment, and consultations with users to assure correct vendor delivery of bid and non-bid items.
Determines needs for formal bidding, purchases through state contracts, sources exempt from bidding law, and those obtainable by direct purchase.
Directs the issuance of purchase orders to vendors.
Assures conformance with specifications by establishment of inspection, receipting and reporting and reporting procedure for deliveries from vendors.
Uses a file of state contracts and other sources exempt from bidding law to obtain supplies and equipment best available through these sources.
Places bid advertising in accordance with law and opens and analyzes bids to determine low bidder conformance to specifications and recommends bid award to board.
Interviews vendors to discuss product lines, quality levels, and product availability.
Other duties, research, and analysis as requested by the Superintendent and/or Board.
Full Performance, Knowledges, Skills, Abilities and Personal Characteristics
Comprehensive knowledge of the techniques of monitoring expenditure of funds.
Thorough knowledge of accounting methods and budgetary procedures.
Thorough knowledge of the techniques of solving financial problems.
Thorough knowledge of debt and investment management.
Good knowledge of purchasing and inventory practices.
Good knowledge of the principles of cost analysis.
Ability to plan and coordinate the work of others.
Ability to identify and anticipate financial problems and needs.
Ability to readily acquire familiarity with laws, regulation and policies.
Ability to identify and set priorities.
Ability to verbally explain and defend budgets.
Ability to interpret financial reports.
Skill in organizing and consolidating narrative and tabular information into a clear, logical, fiscal plan.
Demonstrated skill in communicating effectively both orally and in writing.
Skill in human and public relations.
Graduation from a regionally accredited or New York State registered college or university with a Master's Degree in either:
1) Business Administration and one year of business administration experience including accounting and budgeting, six months of which shall have been in a supervisory capacity, OR;
2) Accounting, Business Education or Public Administration and one year of business experience in administration including accounting and budgeting, six months of which shall have been in a supervisory capacity; OR,
B. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's Degree including 24 semester hours in accounting, business education or business administration and three years of business administration experience including accounting and budgeting, six months of which shall have been in a supervisory capacity; OR,
An equivalent combination of training and experience as indicated in (A) and (B).
6/2012 Date of Original Composition