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Business Manager

CTE at Temple University
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The Brandywine Heights Area School District is accepting applications for a Business Manager/Board Secretary. Must possess Bachelor’s Degree in Finance, Business Administration, or Accounting; school finance supervisory experience preferred. Full time, 12-month position; reports to the Superintendent. Responsibilities include but are not limited to: budget preparation, state and federal reporting, auditing procedures within the district, as well as maintaining thorough and efficient operation of, but not limited to, human resources, transportation services, food services, and any other business office functions through effective delegation, supervision, and review.
 
QUALIFICATIONS:
  1. Bachelor’s Degree in business administration, business management, education, accounting or a related field. Master’s Degree preferred.
  2. School finance supervisory experience preferred and/or equivalent experience with business and administrative functions.
  3. Evidence of school and/or business leadership experience.
  4. Strong interpersonal and communication skills.
  5. Demonstrated insight, intelligence and problem solving ability.

Experience in the following:
  • Budget preparation
  • State reporting
  • Federal reporting (Title I & II grants, IDEA, ACCESS, E-Rate)
  • Activity Fund
  • Contracts
  • Purchasing
  • Accounts Receivable and Accounts Payable
  • Payroll and Human Resources
  • Financial Statement preparation
  • Working with external auditors

REPORTS TO:    Superintendent
 
SUPERVISES:    Business Office Staff, Director of Buildings and Grounds, Food Service Staff, Transportation Coordinator
 
GOALS:
To administer and/or to supervise the system wide business affairs, food service operations, student transportation, and maintenance of buildings and grounds.
 
ESSENTIAL FUNCTIONS: Manages, supervises and/or performs required duties in the following areas.
 
Auditing
  1. Pre-audit of internal procedures
  2. Determines that prepared statements present fairly the financial position
  3. Propriety, legality, and accuracy of financial transactions
  4. Proper recording of all financial transactions
  5. Post-Audit procedures
  6. External audits
  7. Reconciliation of internal and external audits
Cash Management & Investments
  1. Develops procedures and policy on cash management and investments
  2. Develops cash flow projections
  3. Selects the type and source of investments
  4. Secures proper collateralization of investments
  5. Maintains records and prepares monthly reports of cash and investments
  6. Provides for full investment of all surplus funds

 Debt service & capital fund management
  1. Long and short term financing, including Tax Anticipation Notes (TANS)
  2. Maturities and debt payments
  3. Long range capital improvements programs
  4. Short term debt management
  5. Debt service payment procedures and reports
  6. Investment of surplus capital funds
  7. Refunding of bond issues

 Financial accounting
  1. Supervise the implementation the school district’s accounting system in accordance with “The Manual of Accounting and Related Financial Procedures of Pennsylvania School Districts”
  2. Translates the school budget into a business office accounting system
  3. Prepares the annual financial report of the general fund for the state
  4. Prepares monthly financial reports to the Board of Education
  5. Interprets the annual audit report that is submitted to the state
  6. Oversight of accounting procedures on payroll operation, trust and agency accounts, local, state, and federal taxes, retirement, social security, insurance programs, capital reserve funds, student activity funds, and construction funds

 Financial planning & budgeting
  1. Budget compilation and preparation of the annual school budget
  2. Long term fiscal planning
  3. Operating budget control
  4. Expenditure and revenue estimates
  5. Fiscal relationships with other governmental units

 Food service operations
  1. Oversight of the preparation and serving of food to students and school employees
  2. Recommends and enforces district-wide rules, policies, regulations and procedures for food service
  3. Recruits, selects, and supervises food service staff
  4. With the assistances of a consultant, determines menus, prices and portion control
  5. Responsible for food service accounting and reporting
  6. Arranges in-service training for food service employees
  7. Administers the Free and Reduced price meal program
  8. Files state and federal claims for reimbursement, donated food, etc.

 Human resources
  1. Assists the Superintendent in developing district-wide policies and procedures for personnel
  2. Works with the Superintendent office to maintain personnel records for each employee
  3. Provides employees with information on school district benefits
  4. Works with the Superintendent office to verify proper pay and benefits for employees

 Insurance/risk management
  1. Review and selection of insurance programs
  2. Determines coverages to be provided
  3. Obtains insurable values on buildings and contents
  4. Files insurance claims and reports
  5. Directs insurance procurement procedures
  6. Maintains insurance policies and claim records
  7. Develops specifications and places insurance with companies, agents and brokers

 Maintenance and operation of facilities
  1. Supervision of Buildings and Grounds Director
  2. Works with Buildings and Grounds Director to develop long range facility planning
  3. Oversight of annual fiscal operations of facilities

 Negotiations
  1. Serves as a member of the management team
  2. Prepares pertinent fiscal data for negotiations
  3. Assists in the development of contract language
  4. Participates in employee grievances and arbitration
  5. Assist the Superintendent with contract implementation and interpretation

Office management
  1. Determines the staffing needs of the school business offices
  2. Establishes the functional requirements of each business office employee
  3. Recruits, interviews, selects and assigns employees of the business office
  4. Evaluates performance of business office employees
  5. Works with the Accounting Manager to assign duties and coordinates the activities and functions of the business office
  6. Provides appropriate trainings for business office employees on all required functions

Payroll accounting
  1. Supervises school district’s payroll operations
  2. Responsible for establishing payroll policies and procedures
  3. Maintains proper accounting of all payroll disbursements
  4. Maintains and audits all payroll records
  5. Oversees the payroll process
  6. Verifies local, state and federal payroll reports are accurate and filed timely

Purchasing and materials management
  1. Supervises the purchasing agent including maintaining records and catalogues of items to be purchased
  2. Oversight of the purchase order process
  3. Recommends and enforces purchasing policies, procedures and regulations
  4. Assists with the preparation of specifications and determines quality of equipment and supplies
  5. Enforces School Code requirements for bidding and purchasing
  6. Serves as the school districts expert on the source and cost of supplies, equipment and services

Real estate and fixed asset management
  1. Directs the activities for the acquisition or sale of school sites
  2. Negotiates rentals and leases of school sites
  3. Enforces compliance of the School Code on the sale and use of school facilities
  4. Works with the Accounting Manager to maintain inventory records and determine values of fixed assets
  5. Secures adequate insurance and provides for security of fixed assets

School board secretary
  1. The person officially designated as the School Board Secretary by the Board of Education, and performs the functions of the school board secretary as outlined in the School Code.

Tax administration
  1. Establishes district policy and procedures on the collection of school taxes
  2. Works with the Accounting Manager to:
  • Receive, deposits and records the collection of school taxes
  • Be responsible for school assessment, levy and tax collection procedures as required by law
  • Prepare reports on the receipt, deposit and collection of taxes
  • Coordinate and audit the reports of selected tax officials
  • Maintain the district census records

 Transportation management
  1. Supervision of the Transportation Coordinator/Purchasing Agent
  2. Oversight of the transportation of students to and from school
  3. Recommends and enforces transportation policies, rules, regulations and procedures
  4. Negotiates a contract with transportation provider
  5. Works with the Transportation Coordinator/Purchasing Agent to:
  • Determine bus routing and scheduling
  • Evaluate transportation services and efficiency of operations
  • Prepare local and state reports on transportation services
All other duties as assigned.
 
POSITION SPECIFICATIONS:
Physical Demands    
Often sitting at desk or table for extended periods.
Standing for limited periods of time.
Frequent travel to school district buildings, classrooms, and other job related locations.
Frequent walking throughout the buildings.
Moderate lifting to 100 pounds.
Some carrying - up to 50 pounds.
Manual dexterity to use office equipment.
Repetitive movement of fingers and hands for keyboarding.
 
Sensory Abilities
Visual acuity (with or without corrective lens) to read correspondence, computer screen
Auditory acuity (with or without assistive hearing devices) to be able to use telephone, interview job candidates, conduct staff meetings
Ability to speak clearly and distinctly
 
Work Environment            
Generally, office setting year round
 
Temperament                     
Ability to work as a manager and member of a team
Must be courteous and able to effectively manage people
Must be cooperative, congenial and service-oriented, and promote these qualities in the department
Ability to work in an environment with frequent interruptions
 
Cognitive Ability        
Ability to follow written and verbal directions and give direction to others Ability to create and delegate assignments
Ability to complete assigned tasks with minimal supervision Ability to read, write and do 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 work independently and make work-related decisions
Ability to exercise good judgment in prioritizing tasks, and directing staff Ability to communicate effectively at all organizational levels
 
NOTE: ALL ABILITIES ABOVE MUST BE AT A PROFESSIONAL MANAGEMENT LEVEL, AS EXPECTED FROM THE REQUIRED EDUCATIONAL LEVEL OF THE JOB (I.E., BACHELOR’S, MASTER’S AND ABOVE) AND THE PREVIOUS EXPERIENCE REQUIRED.
 
Specific Skills                     
Ability to use computer technology and business software efficiently and effectively Ability to maintain confidential information
Ability to manage a complex department with varied changing, service demand
Ability to use AV equipment for group meetings, presentations, overheads, projectors, video equipment
 
License
Valid Driver’s License
 
Comments
Position holder must have a friendly, helpful, caring personality
Position holder has relatively unrestricted access to information for the school district and knowledge of management/operational activities
 
The position specifications described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Pursuant to the requirements of the federal Americans with Disabilities Act, reasonable accommodations may be made to enable a qualified individual with a disability to perform essential job functions.
 
The information contained in this job description is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.
 
TERMS OF EMPLOYMENT:
  • Twelve (12) months
  • Salary, work schedule and other conditions of employment in accordance with individual contract.
EVALUATION:
  • Performance of this job will be evaluated annually in accordance with provisions of the written contract