ADMINISTRATION 1320/page 1 of 7 Duties of School Business Administrator/ Board Secretary
1320 DUTIES OF SCHOOL BUSINESS ADMINISTRATOR/ BOARD SECRETARY
1. A valid certificate as a School Business Administrator.
2. Experience in educational administration, school business administration or related administrative experience.
3. Certified Public Accountant Certificate may be waived at the discretion of the Board.
As Secretary, he/she is responsible to the Board of Education for certain duties as specified by law and also serves as a member of the Superintendent's administrative team. As School Business Administrator, he/she is directly responsible to the Superintendent of Schools in carrying out the non-educational functions of the school system and shall be assigned duties, with authority to carry them out, under the general supervision of the Superintendent.
Reports to: Board of Education/Superintendent of Schools
1. To insure efficient operation of the Board of Education in compliance with duties specified by laws, statutes and directives.
2. To relieve the Board of Education of paperwork and impediments and to execute expeditiously the instructions of the Board so that the Board may devote maximum attention to the central problems of education and policy determination.
3. To supervise, manage, and coordinate the business affairs of the district, efficiently and effectively, so as to provide the best possible non-educational services which will assist in the realization of the educational goals of the district with the financial resources available.
ADMINISTRATION 1320/page 2 of 7 Duties of School Business Administrator/ Board Secretary
Terms of Employment
Board Secretary: July 1 - June 30
Business Administrator: twelve months.
Contract terms and salary to be negotiated with the Board.
Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of School Business Administrator/Board Secretary.
School Business Administrator/Board Secretary
Serving as Board Secretary:
1. Safeguard and maintain all records and papers of the Board and devise a system of acceptable recording and filing to guarantee the safety and availability of the following:
b. Minutes of all Board meetings;
d. Communications and publications; and
e. Such other documents as the Board of Education may place in the Secretary's custody.
2. Prepare an agenda for each meeting of the Board with input by the Superintendent.
ADMINISTRATION 1320/page 3 of 7 Duties of School Business Administrator/ Board Secretary
4. Assume responsibility for audit of all claims, invoices and demands against the Board.
a. Check proper authority to support all purchases in accordance with Board policy;
b. Check that all bills are correct and proper;
c. Certify to the Board the amount of all bills and check their legality, if necessary;
d. In conjunction with the auditor, prepare a summary financial statement of the school and or activity funds at the close of each fiscal year;
e. Prepare the payroll and checks, and maintain records of Federal withholding tax, social security, pension fund, tax shelters, health benefits, unemployment compensation and other deductions authorized by the Board, and together with the Board President certify the same; and
f. Advertise all bids and prepare all contracts in the name of the Board.
5. Receive and forward to the Board members all communications properly directed thereto.
6. Prepare such outgoing communications as may be necessary or directed by the Board.
7. Pay out all school money by order of the Treasurer of School Moneys in the manner prescribed by law.
8. Administer the Board's investment program and insure that the Board receives the highest yield possible without undue risk of its surplus funds.
9. Report to the Board at a regular monthly meeting:
a. The amount of the total appropriations and the cash receipts;
ADMINISTRATION 1320/page 4 of 7 Duties of School Business Administrator/ Board Secretary
c. The accounts against which the warrants have been drawn and the accounts which the contractual obligations are chargeable;
d. The cash balance and free balance to the credit of each account; and
e. Record of investments and interest earned to date.
10. Provide each Board member with a schedule of bills for approval prior to each regular Board meeting at which bills are to be approved.
11. Notify all Board members, interested public, and Board appointed newspapers of all regular and special Board meetings in accordance with the Open Public Meetings Act.
12. Responsible for the proper conduct of school Board elections and proper reporting of the results of elections in accordance with statutes.
13. Be responsible for the financial accounting of all federally funded projects.
14. Administer the debt service account of the school district.
15. Certify the school tax requirements and prepare schedule of payments to be given to the Collector of Taxes.
16. Certify the Teacher's Pension and Annuity Fund, Public Employee's Retirement System and all other funds of the district.
17. Present to the State by August 1 of each year, a detailed report of the financial transactions of the preceding school year and file a copy with the County Superintendent of Schools.
ADMINISTRATION 1320/page 5 of 7 Duties of School Business Administrator/ Board Secretary
19. Comply with all constitutional and statutory laws, State and charter regulations and Board policies, and insure that the Board complies with the same, and reviews and revises policy as needed.
Serving as School Business Administrator
1. In conjunction with the Superintendent of Schools prepare the annual school budget and necessary budget analysis. Also, provide each Board member with a complete, detailed and specific budget prior to the announcement of budget meetings.
2. In conjunction with the Superintendent of Schools prepare projections of facility needs, and be responsible for all construction programs approved by the Board in regard to site, buildings, and equipment to meet educational standards and requirements.
3. Develop and present annually to the Superintendent of Schools and Board the district's five year maintenance improvement program for approval.
4. Oversee the operation of the total school plant, and supervise maintenance, grounds, and engineering services.
a. Insure high standards and frequency of work by developing job descriptions and evaluation procedures for all personnel under his/her jurisdiction for Board approval, and by providing in-service training when needed;
b. Insure effectiveness and efficiency in manpower allocation and scheduling;
c. Inspect and evaluate all services;
d. Maintain a sound harmonious working relationship with the educational staff; and
ADMINISTRATION 1320/page 6 of 7 Duties of School Business Administrator/ Board Secretary
5. Insure the proper care and maintenance of the total school plant.
a. Oversee the repair and maintenance of the building and all equipment;
b. Oversee the upkeep of grounds;
c. Establish maintenance policies, standards, and preventative maintenance programs, and with Board approval implement the same;
d. Schedule and allocate funds and manpower efficiently and effectively; and
e. Insure modernization and rehabilitation versus replacement whenever possible.
6. Serve as official purchasing agent of the Board.
a. Develop and implement effective and efficient requisition and accounting procedures;
b. Establish purchasing methods and process all requisitions in terms of allocations and accounts;
c. Ascertain proper authority to support all purchases in accordance with Board policy;
d. Establish standards of quality and specifications for purchases to best meet educational requirements; and
e. Verify that all merchandise and/or services have been received and accounted for as ordered, with authority to reject any material, workmanship, or supplies that do not conform to specifications in the contract, or that are not in the best interest of the Board.
ADMINISTRATION 1320/page 7 of 7 Duties of School Business Administrator/ Board Secretary
8. In conjunction with appropriate administration, insure that sound policies, rules, regulations, and procedure for all aspects of the school lunch program are developed and implemented with Board approval.
9. Prepare annual applications and filing for participation in the National School Nutrition Program.
10. Administer the property and casualty, health, dental, prescription, workers compensation, and all other insurance coverages of the district.
11. Establish and maintain the inventory control for the district, and be responsible for the establishment of insurable values of building contents and facilities.
12. On an on-going and annual basis, prepare and submit written reports to the Board on all aspects of the school's business operation.
13. Assist the Board in developing and up-dating policies for all aspects of the school business operation.
14. Work cooperatively with appropriate committees of the Board which monitor the business and financial operations of the school and be responsible for preparing and maintaining the minutes of such committees.
15. Perform such other duties and services not included herein, as prescribed by law, and as may be directed by the Board and Superintendent of Schools.