THE PUBLIC SCHOOLS

Montclair, New Jersey

JOB DESCRIPTION

Position Title:              SCHOOL BUSINESS ADMINISTRATOR - BOARD SECRETARY

State Code/Title:                    0112–School Business Administrator

Qualifications:        1.        Valid New Jersey School Business Administrator Certificate or eligibility

2.        Minimum experience as determined by the board

3.        Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAAP requirements

4.        Knowledge of accepted business practices in school districts related to budget preparation and administration, insurance, purchasing, transportation, food services, school plant operations and facility planning

5.        Demonstrated organizational, communication and interpersonal skills

6.        Required criminal history background check and proof of U.S. citizenship or legal resident alien status.

7.        Experience in personnel management

8.        Ability to work on site during the hours required

9.        Demonstrated aptitude or competence for assigned responsibilities

10.      Required criminal background check and proof of U.S. citizenship or legal alien status

11.      Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Responsible to:       Superintendent of Schools

Job Goal:                  Plan, coordinate and supervise the operation of the business and buildings and grounds departments in such a way as to enhance the morale of school district personnel, promote the overall efficiency of the school system and maximize district resources which advance the educational opportunities and benefits available to each individual child.       

Performance Responsibilities:

1.            Prepares with the collaboration of the board and superintendent,  the annual school budget and assumes responsibility for the administration of all phases of the budget throughout the year.

2.            Keeps accurate and detailed accounts of all financial transactions as prescribed by statute, administrative code and board policy.

3.            Assumes responsibility for the audit of all claims, invoices and demands against the board, presents them for board approval and submits them to the treasurer of school moneys for payment.

4.            Collects tuition fees and other moneys due to the board not payable directly to the treasurer of school moneys and transmits such funds to the treasurer.

5.            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.

6.            Oversees the operation and maintenance of all school facilities and supervises custodial, grounds and maintenance services. Ensures that all local, state/federal standards for the health and safety of students and staff are maintained and that required reports are maintained.

7.            Assists the superintendent in the development and implementation of a multi-year (3-5 years) comprehensive maintenance plan and the district's long-range facilities master plan.

8.            Is responsible for the efficient operation of the district's food services program; ensures that procedures are in accordance with law and regulations; and supervises food service personnel.

9.            Administers the district's insurance/risk management program.

10.          Is responsible for the safe, efficient operation of the student transportation program; ensures proper maintenance of district-owned buses; reviews routes; and handles the business aspects of contracted transportation services.

11.          Assists the superintendent in projection of facility needs and oversees all construction programs. Helps develop educational standards for sites, buildings and equipment; prepares cost data; and cooperates with architect and construction supervisor during construction programs.

12.          Acts as the agent of the board in site acquisitions and sale/lease of property and is responsible for scheduling the use of school buildings and grounds by authorized groups in accordance with board policies.

13.          Oversees the preparation of the district payroll and ensures proper maintenance of records related to auditing requirements, tax laws, and employee benefits. Is responsible for implementing hospitalization, major medical and other types of board-approved employee benefit plans.

14.          Is responsible for investment of board funds in accordance with statute and board policy.

15.          Assists the superintendent and the board in developing and updating policies for all aspects of the school business operation.

16.          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.

17.          Is responsible for the retention and destruction of public documents in accordance with state law and retention schedules and serves as the district's records management officer.

18.          Notifies all board members of regular and special meetings. Calls special meetings whenever requested by the board president or by a petition signed by a majority of the board. Attends all board meetings.

19.          Records all proceedings of board meetings, prepares the official meeting minutes and handles all correspondence of the board.

20.          Presides at the annual reorganization meeting of the board until such time as a president is elected.

21.          Files with the county superintendent a report listing the name and social security number of each bus driver or substitute driver and certification of a valid school bus driver's license and criminal background check.

22.          Notifies the county superintendent of the names of newly elected or appointed board members to obtain the state-required Financial and Personal/Relative Disclosure Statements and informs the county superintendent of new administrators or supervisors appointed after the April 30 filing date.

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

24.          Performs such other duties as may be prescribed by law or assigned by the superintendent or the board.

25.          Engage in actively advocating, promoting and securing the rights of all persons, with particular reference to the educational enterprise of which he/she is a part;

26.          Review and provide services which conform to district objectives;

27.          Maintain positive relationships with the building administration, parents, other staff and students in the buildings;

28.          Assume other related responsibilities and duties within the context of the above performance responsibilities.

Terms of

Employment:           12 month, salary and benefits as recommended by the superintendent of schools and approved by the board.  Job Classification: Senior Staff

Evaluation:               Performance of this job will be evaluated annually in accordance with the Board’s policy on evaluation of administrative staff.

ESTABLISHED:      1973

Revised:                    1982, 1984, 1989, 1997, 2006, 2011