Gillette, New Jersey 07933 Page 1 of 6 JOB DESCRIPTION School Business Administrator and Board Secretary TITLE: School Business Administrator and Board Secretary (SBA/BS) QUALIFICATIONS: 1. Valid New Jersey School Business Administrator certificate or certificate of eligibility. 2. Minimum experience as determined by the Board. 3. Understanding of the current 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. Demonstrated proficiency in computer and technology skills and applications. REPORTS TO: SUPERVISES: JOB GOAL: For School Business Administrator functions, the SBA/BS shall report to the Chief School Administrator (CSA); for Board Secretary functions the SBA/BS shall report to the Board through the Board President. All custodial, maintenance, food service, and transportation personnel and business operations staff. To supervise, manage and coordinate the business affairs of the District efficiently and effectively to ensure that educational support services help to achieve the educational goals of the District within the available financial resources.
Gillette, New Jersey 07933 Page 2 of 6 PERFORMANCE RESPONSIBILITIES AS SCHOOL BUSINESS ADMINISTRATOR: The SBA/BS shall. 1. Assist the CSA in the preparation of the annual school budget and is responsible for the administration of all phases of the budget throughout the year. 2. Serve as general accountant for the Board. Keep accurate and detailed accounts of all financial transactions as prescribed by statute, administrative code and Board policy. 3. Assume 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 (Treasurer) for payment. 4. Collect tuition fees and other moneys due to the Board not payable directly to the Treasurer and transmit such funds to the Treasurer. 5. Serve 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. Maintain/oversee a legal reference file of all requests and responses to and from the Board Attorney. The SBA/BS must also maintain a log of all contacts and monitor the invoices received from the attorney against the log. 7. Oversee the operation and maintenance of all school facilities and supervises custodial, grounds and maintenance services. Ensure that all local, state/federal standards for the health and safety of students and staff are maintained and that required reports are maintained. 8. Be responsible for the efficient operation of the District s food service program and special milk program; ensure that procedures are in accordance with law and regulations; and supervise food service personnel, if applicable. Supervision of the special milk program shall include preparing applications for Department of Agriculture approval, enduring distribution to all families at the start of the school year, review of all submitted applications, making eligibility determinations and communicating decisions to applicants, retaining applications in accordance with program guidelines, and preparing records for program audits. 9. Create contracts and invoices for all in-district tuition programs, monitor and record tuition payments, maintain contracts/records and track tuition revenue. 10. Administer the District s insurance risk management program. 11. Be responsible for the safe, efficient operation of the student transportation program; ensure proper maintenance of District motor vehicles; review routes; oversee the subscription busing program; and handle the business aspects of contracted transportation services. 12. Assist the CSA in projection of facility needs and oversees all construction programs. Help develop educational standards for sites, buildings and equipment; prepare cost data; and cooperates with the architect and construction supervisor during construction programs.
Gillette, New Jersey 07933 Page 3 of 6 13. Act 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. 14. Oversee 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. 15. Be responsible for investment of Board funds in accordance with Board policy. 16. Assist the CSA and the Board in developing and updating policies for all aspects of the school business operation. 17. Perform such other duties as may be prescribed by law, code, policy, or assigned by the CSA or the Board. PERFORMANCE RESPONSIBILITIES AS BOARD SECRETARY: The SBA/BA shall A. Handle correspondence 1. Manage routine correspondence directly. 2. Deal with other correspondence as follows: a. Route to the CSA where appropriate; b. Draft replies in advance, when possible, for Board consideration; c. Seek instructions for reply when necessary; d. Write to those persons with whom the Board wishes direct contact, as in requesting or expressing appreciation for services; e. Take notes in order to furnish the exact wording of a motion or motions pending before the organization; f. Search the minutes for information which may be requested by officers or members; g. Prepare a roll of members and call it when necessary; h. Preserve all records, reports, documents, and contracts of the Board except those specifically assigned to the custody of others. B. Prepare for Board Meetings 1. Prepare for agenda with the advice of the Board President and the CSA. 2. Maintain a calendar of the Board s unfinished business and remind the Board of its own decisions concerning when to take up these items.
Gillette, New Jersey 07933 Page 4 of 6 3. Draft, upon the CSA s request and with his/her advice, policy motions. 4. Provide the Board President at the beginning of each meeting with a detailed order of business, including a list of unfinished business, of committees which are to report, and of announcements. 5. Read all papers that may be called for by the assembly. 6. Bring to each meeting a copy of the by-laws, and standing rules of the Board, together with a list of the members of all standing and special committees. 7. Notify all Board members of regular and special meetings. C. Attend all Board Meetings 1. Record Board decisions. a. Record briefly the disposition of all matters on which the Board considered action, referring to the source of major written recommendations by title and date; b. Prepare, check and distribute minutes in advance for approval at the next meeting; c. Maintain proper authenticated official copies of Board minutes in perpetuity; d. Maintain official record of policies and by-laws of the Board. 2. Advise the Board of pertinent provisions of the Education Law concerning its duties. 3. Preside at the annual reorganization meeting of the Board until such time as a President is elected. D. Maintain Board s reference files and reference shelf 1. Read in advance miscellaneous information sent to Board members marking matters the Board Secretary considered pertinent to Board affairs. 2. Display remaining materials of little interest or of only potential value in a room designated for same, and then file same for reference. 3. Maintain up-to-date files of the following: a. Policies and by-laws; b. Administrative regulations; c. Decisions (Board level only); d. Education law; e. Financial reports; f. Board s publicity; g. Correspondence.
Gillette, New Jersey 07933 Page 5 of 6 E. Arrange for District meetings and cooperate with elections 1. Maintain legal records and official papers pertaining to the District meetings and elections; 2. Perform duties related to school elections as required by law and works cooperatively with the county board of elections, the county clerk and the district board of elections in facilitating all regular and special school elections. F. County filings/transmittals, and disclosure forms 1. File Follow the electronic method of reporting for the Personal/Relative and Financial Disclosure Statements that are required of all school officials by the School Ethics Act N.J.S.A. 18A:12-25 and 26. 2. Submit on-line a list of names and email addresses of school officials whose responsibilities require filing the Disclosure Statements. The List of School Officials is due by February 1 of each year. Include the names of newly elected or appointed Board members as necessary. 3. Inform school officials/board members to expect an email from the School Ethics Commission that allows for on-line reporting of disclosure statements. Remind officials that filing is required by April 30 th each year. 4. Review each electronic statement as they are filed for completeness, note any deficiencies or approve as completed. Monitor deficient forms to ensure they are revised correctly and forward them to the County Office for review. Submit to the County Office a completed Board Secretary Certification once all forms are reviewed and approved. 5. Register Board members for all training, whether mandatory or elective. Monitor and track the progress of required training for all Board members. Complete the on-line census indicating that individuals have taken the mandatory sessions. G. Other 1. Safeguard and maintain 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 in such other documents as the Board may place in the Board Secretary s custody. 2. Administer the oath of office to newly elected Board members.
Gillette, New Jersey 07933 Page 6 of 6 3. Handle legal advertisements. 4. Perform such other duties as may be prescribed by law, code, policy, or assigned by the CSA or the Board. PERFORMANCE RESPONSIBILITIES AS TREASURER OF SCHOOL MONEYS The SBA/BA shall A. Receives and promptly deposits, in the officially designated depositories, all monies paid to the school district and keeps a record of the receipt of such moneys. B. Pay out school monies only on warrants made payable to the person entitled to receive payment and specify the object for which it is issues and signed by the Superintendent and Board of Education President. C. Keeps in the books provided for that purpose a record of the sums received and paid out by him/her in accordance with the bookkeeping system prescribed by the State Board of Education. This record must be up-to-date, accurately maintained and reconciled with bank statements monthly. D. Renders a monthly report to the Board giving a detailed account of all receipts, the amount of all warrants issued, the accounts from which they were drawn and the balance in each account. E. Render an annual report showing the amounts received and disbursed during the school year and file a copy with the Executive County Superintendent. F. Pay over the balance of school funds on hand to his or her successor. G. Perform such other duties in fulfillment of his/her general responsibilities as may be required by law or prescribed by the Board of Education in accordance with law. TERMS OF EMPLOYMENT: Twelve months. Contract terms and salary to be determined by the Board. EVALUATION: The Board annually shall evaluate the Board Secretary in a manner consistent with law and Board policy. The Board shall provide this input to the CSA for his/her use in preparing the annual evaluation of the SBA/BS. Replaces all previously adopted job descriptions. Revised and readopted: November 25, 2013 Revised and readopted: April 9, 2012 Adopted: October 13, 2008