Assistant Business Manager ~ School District

Assistant Business Administrator
Abington Heights S D

J o b D e s c r i p t i o n

JOB INFORMATION
Title: Assistant Business Administrator - Abington Heights S D

FLSA: Exempt

Terms of Employment: 12 months

Employee Group: Administrative

Location Central Office

Last Edited On: 4/18/2023

ORGANIZATION
County: Lackawanna

Entity: Abington Heights S D

Department: District Administration

Reports To: Business Administrator

JOB GOAL
To assist the Business Administrator to manage business affairs of the district in such a way as to provide the best possible educational services with the financial resources available. Maintains accurate and comprehensive financial records required to carry out duties.

ESSENTIAL FUNCTIONS
1. Demonstrates understanding of and abides by federal, state and local school laws and regulations, mandated programs, district policies and administrative regulations and applicable collective bargaining agreements with district employees.

2. Demonstrates understanding of and abides by specified assurances and requirements in all government programs, public or private grants and public or private contracts. Provides budget support for federal grants. Reviews Title 1 and other compliance issues with Federal Programs Coordinator and the Business Administrator.

3. Maintains current expertise in acceptable accounting procedures relevant to these duties including those established by

PDE and District policies affecting District personnel or finances. Assists the Business Administrator in developing and monitoring District fiscal policies and procedures.

4. Oversees the preparation of and reviews the monthly Treasurer’s Report and all supporting materials

5. Assists in developing financial projections, reviews cash requirements and funds available for current needs, investing the balance to maximize earnings in compliance with and within the limitations of District policy and legal restrictions.

6. Responsible for monthly reconciliation of bank accounts and checks and enters all revenue into district software for both

General Fund and Health Funds.

7. Oversees the Accounts Payable and Receivable functions and related procedures.

8. Responsible for oversight of the payroll operation for the district including but not limited to payroll processing, payroll tax returns, statutory reporting, maintaining records, time and attendance system maintenance.

9. Maintain professional knowledge of legislative changes affecting payroll and business office functions.

10. Completes all schedules and necessary information for the Annual Financial Report and submits to PDE in full compliance with PDE Accounting Standards.

11. Responsible to prepare and submit quarterly and annual reporting for Federal Programs.

12. Assists in providing accounting services essential to the preparation, administration and control of the budget. Completes and submits special budget reports and Referendum Exception Reports to PDE. Completes budget transfers. Updates chart of accounts; and adds new account numbers, as needed.

13. Completes all month-end and year-end journal entries and accruals in order to product accurate and timely financial statements for all district funds.

14. Oversees vendor tracking and set-up including the receipt of W-9 forms, preparing annual 1099- forms to all applicable vendors for all of the districts funds.

15. Tracks and maintains capital assets for GASB 34 reporting purposes. Completes GASB 34 Fixed Asset reports for local auditor. Completes depreciation schedules for Fixed Assets.

16. Assist the Business Administrator in all work with fiscal implications as assigned. This includes feasibility studies, statistics, data, summaries, etc.

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17. Responsible for coordinating with Nurses to file the annual Health Report.

18. Provides Special Education with financial data to complete Act 16 reporting.

19. Responsible for reconciling all balance sheet accounts for all funds.

20. Conducts pre-audit reviews, arranges for audits of accounts and records by local auditor and provides information to local and state auditors, as requested.

21. Assists the Business Administrator in preparation of budgets and related documentation including salaries and benefits.

22. Completes various financial reports as assigned to include but not limited to funding for charter schools (PDE 363), Child

Nutrition Financial Report, PCORI Excise Tax filing and the Unclaimed Property Tax Report for Pennsylvania.

23. Assists with the completion of Child Accounting and PIMS reports by supplying financial information as needed for reports such as the annual athletics report.

24. Responsible to prepare tuition invoices to other school districts. Verify the accuracy of tuition invoices received from other school districts or organizations.

Performs other duties as assigned.
Performs in accordance with school policy, administrative regulations, state and federal laws.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Education Level Education Details Req Pref

Business management, accounting, finance or a related X
Bachelors Degree field

Work Experience

Experience Experience Details Req Pref

Graduate degree in or significant coursework in X

Pennsylvania public school finance together with at
3-5 years least three years of relevant experience with public school business and administrative functions.

Temperament
Must possess excellent interpersonal skills.

Ability to make judgments and work under high level of stress.

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.

Ability to accept constructive criticism without being defensive.

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Cognitive Ability
Ability to communicate effectively based on the audience.

Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize, work on and prioritize multiple tasks, and to exercise good judgment.

Ability to establish and maintain productive positive working relationships with staff, business associates, the Board, and general community.

Ability to exercise initiative and make independent decisions to reschedule work to meet deadlines or to effectively handle emergency work.

Ability to recognize areas of concern relating to assigned areas of responsibility and relating to educational administration and propose or recommend appropriate solutions to problems.

Ability to identify and isolate issues and develop rational solutions to problems.

Ability to administer policy in a manner consistent with good judgment and sound rationale.

Ability to recognize changes occurring in society and their relationships to education and adapt business practices appropriately.

Ability to generate genuine enthusiasm for positive and meaningful change.

Ability to understand up-to-date management methods and the ability to apply them to administration and instructional services.

Ability to maintain a high level of physical stamina, stability, and creativeness.

Ability to articulate a valid philosophy of education that recognizes the need for appropriate programs to serve a wide range of student abilities, needs, and interests.

Ability to deal with personnel considerations in a fair, firm, and equitable manner.

Ability to make appropriate decisions rapidly and with ease, using prudent judgment and common sense.

Specific Skills
Must possess leadership & supervisory skills.

Ability to operate various office equipment.

Must possess active listening skills and conflict mediation skills

Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.

Able to adjust and adapt to changes in the work environment including structure, responsibilities and processes.

Reports to work on time, gives a full day’s work and makes effective use of time while on the job.

Maintains a good attitude toward administration, fellow employees and the public.

Maintains productive working relationship with immediate supervisor.

Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.

Ability to communicate effectively in all aspects of the job and provide timely responses.

Workplace Expectations
Ability to provide direction to others.

Ability to create and delegate assignments.

Shows initiative and the ability to complete assigned tasks without supervision.

Ability to communicate, comprehend and perform complex computations.

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.

Ability to communicate effectively at all organizational levels.

Ability to appropriately handle confidential information in accordance with district policies.

Ability to effectively & efficiently use technology including Microsoft and Google word processing, presentation/webpage software, PowerPoint and Excel software applications.

Acknowledges individuals’ requests and handles them in a friendly and courteous manner.

Promotes a positive team environment through active cooperation with others.

Maintains awareness of the School District’s policies and procedures. Follows the chain of command.

Incorporates progressive ideas/concepts into daily responsibilities.

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Workplace Expectations
Dresses appropriately for job environment.

Standard ADA Settings
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

XOffice

Standard ADA Selection Classroom

Other(to include Physically Demanding Positions)

This factor measures the strength and stamina required in areas such as lifting, standing, and the frequency of doing these as necessary to perform the particular duties of the job.

Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical Demand Rarely Occasionally Frequently Constantly Weight

Sitting X

Standing X

Walking X

Talking: On the phone; person-to-person, X and in groups

Hearing: On the phone; person-to-person, X and in groups

Vision: Near, midrange, far, peripheral, X depth and color

Driving Requirements (personal vehicle, X and/or company vehicle):

Machines or tools used: Computer: X

Machines or tools used: Telephone X

Pushing/Pulling/Lifting(Enter Weight) X 15 lbs.

The school recognizes that reasonable accommodations must be made to enable a qualified individual with a disability or disabilities to perform the essential duties and responsibilities of this job.

Working Environment
Working Condition

Typical office environment
Subject to inside environmental conditions

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Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Flexible spending account
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person