Director of Business Affairs
Under the supervision of the Superintendent and in cooperation with other District administrators, the Director of Business Affairs facilitates the educational program, acting on District matters relating to the management and utilization of fiscal, material, and physical resources in a cost-effective, efficient, and equitable manner. The Director works to ensure fiscal accountability and to maximize the use of human and financial resources through reallocation of overall resources.
1. Supervises the accounting system necessary to provide school officials and administrators with accurate financial facts as the basis for formulating policies and decisions; provides the proper safeguards for custody of public funds.
2. Performs pre-audit of internal procedures; determines that prepared statements present fairly the financial position, propriety, legality, and accuracy of financial transactions; proper recording of all financial transactions; post-audit procedures; external audits; reconciliation of internal and external audits; conducts internal reviews of student activities and petty cash funds in the District schools; monitors food service accounts.
3. Develops procedures and policy on cash management and investments; develops cash projection report of revenues and expenditures of the general fund; selects the type and source of investments; secures proper collateralization of investments; maintains records and prepares monthly report of cash and investments; provides for full investment of all surplus funds.
4. Holds responsibility for debt service and capital fund management. Performs long and short-term financing, including Tax Anticipation Notes (TANS); maturities and debt payments; long-range capital improvement programs; short-term debt management; debt service payment procedures and reports; investment of surplus capital funds; refunding of bond issues.
5. Implements the School District’s financial accounting system in accordance with “The Manual of Accounting and Related Financial Procedures for Pennsylvania School District, 1983”; translates the school budget into a business office accounting system; prepares the annual financial report of the District and other financial reports as required for submission to the State; prepares monthly financial reports to the Board of School Directors; interprets the annual audit report; supervises accounting procedures on payroll operation, accounts payable, trust and agency accounts, local, state and federal taxes, retirement, social security, insurance programs, capital reserve funds, student activity funds, and construction funds.
JOB ANALYSIS
6. Holds responsibility for financial planning and budgeting. Compiles and prepares the annual education budget; long-term fiscal planning; operating budget control; expenditure and revenue estimates; fiscal relationships with other governmental units; prepares monthly financial reports for the Board of School Directors.
7. Holds responsibility for insurance and risk management. Performs review and selection of insurance programs; determines coverage to be provided; obtains insurable values on building and contents; files insurance claims and reports; directs insurance procurement procedures; maintains insurance policies and claim records; develops specifications and places insurance with companies, agents, and brokers.
8. Supervises payroll operations for payment of all employees in accordance with negotiated contracts and Board policies; supervises completion of local, state, and federal reports on payroll deductions; has responsibility for establishing payroll policies and procedures; supervises proper accounting of all payroll disbursements; supervises and audits all payroll records.
9. Provides information necessary for unemployment and worker’s compensation claims and appeals.
10. Acts as designated purchasing agent for the School District; processes purchase orders; recommends and enforces purchasing policies, procedures, and regulations; prepares specifications and determines quality of equipment and supplies; enforces school code requirements for bidding and purchasing; responsible for storage and delivery of supplies; maintains inventory control; serves as the School District’s expert on the source and cost of supplies, equipment, and services; maintains records and catalogues on items to be purchased.
11. Holds responsibility for Real Estate and Fixed Asset Management. Maintains inventory records and determines values of fixed assets; secures adequate insurance and provides for security of fixed assets; responsible for management of real and personal property records.
12. Reviews the tax collections of, and when necessary, provides input to the locally elected and appointed tax collectors for the District.
13. Serves as a member of the District negotiating team; provides pertinent fiscal data for negotiations, including salary projections; supervises administration of negotiated contracts.
14. Provides financial data for state and federal financial grants; provides assistance in securing financial grants; monitors District use of grant monies. 15. Assists systems and network operations in the evaluation and selection of
data processing hardware and software for business functions.
16. Directs operation, maintenance, and facility improvements of the School District in conjunction with the Supervisor of Facilities and Property Services and the Supervisor of Energy Conservation and Custodial Services. Supervises and evaluates the performance of both supervisors.
17. Works collaboratively with the Superintendent and Supervisor of Energy Conservation and Custodial Services to establish accountability for energy consumption and to establish a District energy management program for the reduction of utility consumption.
18. Serves as the District’s Record Retention Officer for non-educational records, the District’s delegate to the Westmoreland County Tax Collection Committee, the District’s Right to Know Officer for information requests, and as a member of the Norwin School District Community Foundation Board of Directors.
19. Attends Board meetings and work sessions. Attends meetings and conferences as required by the position. Attends professional seminars and workshops.
20. Supervises and evaluates the performance of the following employees: • Director of Food and Nutrition Services
• Manager of Information Technology Services
• Supervisor of Energy Conservation and Custodial Services • Supervisor of Facilities and Property Services
• Tax Office Supervisor • Business office staff
21. Serves as a member of the District’s Emergency Management Plan Team. 22. Serves as Board Secretary.
23. Ensures proper adherence to District policy and procedures, and ensures proper adherence to applicable contract language that is in effect for the District.
24. Provides increased fiscal oversight for Title I, Title II, ACCESS, and IDEA Federal funds.
25. Performs any other duties assigned by the Superintendent. COGNITIVE ABILITIES
Ability to establish and maintain productive working relationships with staff, business associates, and general community.
Ability to work on multiple tasks and prioritize appropriately.
Ability to recognize areas of concern relating to financial issues and propose or recommend appropriate solutions to problems.
Ability to communicate effectively.
Ability to exercise initiative and make independent decisions to reschedule work to meet deadlines or to effectively handle emergency work.
PROFESSIONAL QUALIFICATIONS Requirements for the position include:
• Bachelor’s Degree in Accounting, Business Administration, or related field. • Master’s in Business Administration or CPA certification preferred.
• Previous experience as Director of Business Affairs or related position in public school accounting.
• Knowledge of current laws and regulations relating to public school accounting.
• Computer literacy.
• Executive Core Qualifications, including the ability to lead change and lead people, the ability to meet District goals with a focus on results, the possession of business acumen, and the ability to build coalitions. Must be able to lead and manage, and to ensure that targeted goals and initiatives are achieved.
• Ability to enhance overall educational programs and services for all students by building capacity and consistency for effective change and sustainability.
• Ability to increase capacity, accountability, and efficiency for improved effectiveness among administrative and professional personnel.
• Ability to enhance communication, critical thinking skills, and collaboration among administrative and professional personnel.
• Ability to promote team-building and shared responsibilities among administrative and professional personnel.
• Ability to perform the above responsibilities at a high level.
Superintendent of Schools.
Physical Demands:
Occasional travel to School District offices, buildings, classroom and grounds.
Occasional traversing throughout various buildings. Often sitting for extended periods.
Standing for periods of time. REPORTS TO
Moderate lifting from 15-30 pounds.
Some moving of various items - up to 30 pounds. Manual dexterity to use office equipment.
Repetitive operation of computer keyboard. Sensory Abilities:
Ability to communicate effectively in all aspects of the job. Work Environment:
Generally, office setting year round. Temperament:
Ability to work as a leader, coordinator and a member of a team. Must be courteous and able to effectively manage job responsibilities.
Must be cooperative, congenial, service oriented, and promote these qualities.
Ability to work in an environment with frequent interruptions. Ability to be respectful and empathetic.
Workplace Expectations:
Ability to follow directions and give direction to others. Ability to create and delegate assignments.
Ability to complete assigned tasks without supervision.
Ability to communicate, comprehend and perform complex computations.
Ability to use correct grammar, sentence structure and spelling. Ability to compose clear, concise sentences and paragraphs. Ability to organize office setting to efficiently accomplish tasks. Ability to multitask.
Ability to work independently and make work-related decisions. Ability to exercise good judgment in prioritizing tasks.
Ability to communicate effectively at all organizational levels. Ability to operate office equipment.
Ability to use computer technology efficiently including word
processing, presentation/webpage software, PowerPoint and Excel software applications.
Ability to appropriately handle confidential information in accordance with District policies.
Ability to use technology for group meetings, presentations (i.e. overhead, document camera, projector and video equipment). Driver’s License:
Must have a valid PA driver’s license. Clearances:
Must have valid Act 34 (Criminal Record Check), Act 151 (Child Abuse History Check) and FBI (Federal Bureau of Investigation)
Criminal History Check. Must also complete and submit an
Arrest/Conviction Report and Certification Form as required under Pennsylvania Act 24 of 2011.
TERMS OF EMPLOYMENT
Twelve-month work year. Salary and benefits shall be in accordance with the negotiated agreement between the Board of School Directors and the Director of Business Affairs.
EVALUATION
Performance will be evaluated by the Superintendent in accordance with Act 43 amendments to the Pennsylvania School Code and the provisions of Policy on Evaluation of Administrative Personnel, as amended.
Approved by Administration and Provided to the Board of School Directors on February 20, 2012.
