Job Posting for Business Administrator/Board Secretary at Nutley Board of Education

JobID: 3314

Position Type:
Administration/Business Manager

Date Posted:
5/8/2024

Location:
District (BO)

Date Available:
07/01/2024

Position Summary: The Business Administrator/Board Secretary will contribute to the success of the district and its students by overseeing all financial operations of the school district, ensuring compliance with state regulations and responsible stewardship of resources. This role involves budget development, financial reporting, purchasing oversight, budgetary forecasting and grants management to support student learning and district goals. The Business Administrator/Board Secretary will leverage fiscal accountability, transparency, and communication to ensure the district's finances are accurate and sustainable. The position reports to the Superintendent of Schools.

Qualifications:

Valid New Jersey School Business Administrator Certificate required (as listed by approved job code list).
Valid Qualified Purchasing Agent Certificate required.
Minimum 3-years’ experience
Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAPP requirements
Knowledge of accepted business practices in school districts related to budget preparation and administration, insurance, purchasing, transportation, information technology, food services, school plant operations and facility planning
Knowledge of the RFP process and contract execution
Demonstrated organizational, communication and interpersonal skills
Experience in personnel management
Ability to work on site during the hours required
Strong technology skills
Demonstrated aptitude or competence for assigned responsibilities
Required criminal history background check and proof of U.S. citizenship or legal resident alien status.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Strong background in accounting and budget development

PERFORMANCE RESPONSIBILITIES - BUSINESS ADMINISTRATOR:

Budget Development and Management:

Lead the development, implementation, and monitoring of the annual budget in collaboration with district leadership and stakeholders.
Applies budgetary appropriations for the purchase of supplies, equipment, facilities and personnel services required to operate the educational program in accordance with statutes and Board of Education policy, and utilizes the educational staff in developing desirable standards and specifications to the end that purchased items may fulfill their educational objectives.
Forecast revenue, analyze expenditure trends, and make recommendations for budget adjustments as needed to align with district priorities and goals.
Ensure compliance with state and local regulations, funding requirements, and reporting deadlines
Administers the District’s insurance/risk management programs program in cooperation to provide adequate insurance safeguards against fire, liability and similar risks.
Develops and maintains standard operating procedures to memorialize district protocols.
Recommend policy changes related to department functions under the positions purview.
Attends workshops and other training opportunities to remain current in the field.
Maintains business and human resources management software systems.
Presides over committee and staff meetings in the designated areas.
Functions as Custodian of School Records and responds to open public records requests.
Works with board architect, engineer, attorney and auditor on district matters as required.

Financial Reporting and Analysis:

Prepare and present regular financial reports, statements, and forecasts to the Board of Education, superintendent, and other stakeholders.
Assumes responsibility for providing an accounting procedure adequate to record in detail all money and credit transactions, in order to provide the Board of Education and Administration with monthly financial reports in all areas including those delegated by statute to the Business Administrator.
Conduct financial analysis to identify trends, variances, and areas for cost savings or revenue enhancement.
Present bi-monthly to the Board of Trustees and Superintendent financial analysis of trends in revenues and expenditures.
Oversees financial and budgetary operations of the school district.
Maintain accurate and up-to-date records of financial transactions, grants, and contracts.
Acts as the budget control officer by reviewing and approving purchase orders and budget transfers.
Assumes responsibility for the audit of all claims, invoices and demands against the board, presents them for board approval and submits them for payment.
Projects cash flow and account balances to assess financial position.
Compiles necessary statistical data for the preparation of the fiscal budget.
Assists in the interpretation of budgetary needs to the public by preparing materials for distribution and by working with the Board and Administrative staff in the broad program of community contact.
Provides the Board and Administrative staff with factual information on the business area as it affects the total school program.
Supervises the collection, safekeeping and distribution of all funds.
Furnishes bonds in such form and amount as shall be determined from time to time by the Board, the cost of which will be assumed by the district.
Serves as official purchasing agent responsible for establishing procedures for the acquisition of goods and services for the district in accordance with law and board policy.
Prepares Bids and Request for Proposal
Ensures debt service payments are made and bonds are refinanced per state regulations.
Provides budget and finance related support for state and federal grants.
Coordinate meeting with non-public schools to comply with state and federal grants.
Ensures prompt submission of reimbursement requests for grant programs.
Prepares for and oversees completion of Comprehensive Annual Financial Report, and develops and implements corrective action plan as needed.
Reviews and implements internal controls
Acts as advisor to the Superintendent on the school budget and all other business and financial questions.

Purchasing and Procurement:

Develop and oversee procurement policies, procedures, and practices to ensure transparency, efficiency, and compliance with state procurement laws.
Coordinate the solicitation, evaluation, and awarding of contracts for goods and services, including bidding processes and vendor negotiations.
Monitor purchasing activities to optimize purchasing power, control costs, and maintain inventory levels.

Fiscal Compliance and Audit:

Ensure adherence to state and federal regulations, accounting standards, and auditing requirements related to financial management and reporting.
Coordinate and facilitate audits, including annual financial audits, program audits, and compliance reviews.
Implement corrective actions and recommendations resulting from audits to improve internal controls and mitigate financial risks.

Grants Management:

Identify, pursue, and manage grant opportunities to support district initiatives and programs.
Develop grant proposals, budgets, and reporting mechanisms in collaboration with program administrators and grantors.
Monitor grant expenditures, compliance, and reporting to ensure accountability and maximize grant funds.

Staff Supervision and Professional Development:

Ensures completed collective bargaining agreements are posted on PERC website.
Supervise and provide guidance to staff members in the Business Office, including accountants, budget analysts, and clerical personnel.
Assists in recruiting, screening, hiring, assigning, supervising and evaluating personnel for positions in the offices under his jurisdiction.
Recommends candidates to Superintendent for appointment.
Complete and submit contracts and budget support for central administrative positions.
Directs payroll operation and conducts payroll verification as prescribed by law.
Attends all negotiation meetings and provides budget and cost analysis for negotiations and supports the Board’s collective bargaining agreements.
Functions as Public Affairs Compliance Officer to ensure parties to public contracts comply with the equal opportunity and affirmative action requirements.
Ensures completed collective bargaining agreements are posted on PERC website.
Conduct performance evaluations, establish goals, and provide professional development opportunities to enhance staff skills and competencies.

Plant Operations and Maintenance:

Conduct performance evaluations, establish goals, and provide professional development opportunities to enhance staff skills and competencies.
Supervises Director of Building and Grounds and Supervisor of Maintenance and Custodians
Supervises programs of plant maintenance and custodial operations to provide a maximum educational facility as well as a healthful and safe environment for pupils, workers, and the public.
Oversees the operation and maintenance of all school facilities custodial, grounds, and maintenance services. Ensures that all state/federal standards for the health and safety of students and staff are maintained.
Programs the use of school facilities in accordance with Board of Education policy.
Maintains an up-to-date inventory of school property Works with Administrative staff members, architects, attorneys, financial advisors in the planning, financing, contracting and construction or alteration of school facilities.
Provides information for Board and Administrative staff relative to long-term planning in terms of community resource needs.
Administers all business aspects attendant to planning and construction.
Recommends deployment of security measures.
Provides direction for use of facilities to ensure compliance with state regulations and risk mitigation.
Prepare the Comprehensive Maintenance and Long Range Facility Plans.
Submit temporary/substandard facility use application as needed in conjunction with the Director of Buildings & Grounds.
Acts as the agent of the Board in site acquisitions and sale/lease of property.

Transportation:

Acts as the agent of the Board in site acquisitions and sale/lease of property.
Supervises the Transportation Supervisor.
Is responsible for the safe, efficient operation of the school transportation services, and administers total business aspects for all transportation services.
Determine transportation arrangements for special education students in conjunction with the Transportation Supervisor.
Oversee and recommend fleet size, type, replacement and maintenance.
Approves transportation contracts and ensures timely submission.

Food Service:

Approves transportation contracts and ensures timely submission.
Administers the business operation of the school food services and provides for efficient management of the school lunch program.
Recommends pricing and program changes for Board approval.
Prepares request for proposal specifications for private management company as needed.

PERFORMANCE RESPONSIBILITIES – BOARD SECRETARY:

Prepares, together with the Superintendent and Board Committee, an agenda setting forth all known items of business to be considered at the meetings.
Gives public notice of all meetings of the Board of Education.
Attends all meetings of the Board of Education.
Presides over annual reorganization meeting.
Keeps full and accurate minutes of all meetings of the Board of Education and presents for approval.
Publishes all legal notices concerning district business.
Coordinates completion of annual school ethics disclosure forms.
Arranges for required and voluntary board training.
Coordinates board and superintendent evaluation process.
Responsible for School Board related functions related to regular and special Board elections.
Performs other tasks as may be assigned from time to time.

Evaluation:

Performance in this position will be evaluated annually in accordance with Board’s policy.

Computer Skills:

Knowledge of Microsoft Word and Excel and Google Suite. Experience with Computer Solutions software is a plus.

Physical Demands:

The physical demands described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Evaluation of Performance:

Performance of this position will be evaluated annually in accordance with the New Jersey Administrative Code and Board of Education Policy. The Subject Area Supervisor is evaluated by the Assistant Superintendent of Curriculum and Instruction and is responsible for any other duties assigned by the Assistant Superintendent of Curriculum and Instruction.

Salary :

Yearly contract as negotiated with the Board of Trustees and approved by the Executive County Superintendent

JobID: 3314

Position Type:
Administration/Business Manager

Date Posted:
5/8/2024

Location:
District (BO)

Date Available:
07/01/2024

Valid New Jersey School Business Administrator Certificate required (as listed by approved job code list).
Valid Qualified Purchasing Agent Certificate required.
Minimum 3-years’ experience
Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAPP requirements
Knowledge of accepted business practices in school districts related to budget preparation and administration, insurance, purchasing, transportation, information technology, food services, school plant operations and facility planning
Knowledge of the RFP process and contract execution
Demonstrated organizational, communication and interpersonal skills
Experience in personnel management
Ability to work on site during the hours required
Strong technology skills
Demonstrated aptitude or competence for assigned responsibilities
Required criminal history background check and proof of U.S. citizenship or legal resident alien status.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Strong background in accounting and budget development

PERFORMANCE RESPONSIBILITIES - BUSINESS ADMINISTRATOR:

Budget Development and Management:

Lead the development, implementation, and monitoring of the annual budget in collaboration with district leadership and stakeholders.
Applies budgetary appropriations for the purchase of supplies, equipment, facilities and personnel services required to operate the educational program in accordance with statutes and Board of Education policy, and utilizes the educational staff in developing desirable standards and specifications to the end that purchased items may fulfill their educational objectives.
Forecast revenue, analyze expenditure trends, and make recommendations for budget adjustments as needed to align with district priorities and goals.
Ensure compliance with state and local regulations, funding requirements, and reporting deadlines
Administers the District’s insurance/risk management programs program in cooperation to provide adequate insurance safeguards against fire, liability and similar risks.
Develops and maintains standard operating procedures to memorialize district protocols.
Recommend policy changes related to department functions under the positions purview.
Attends workshops and other training opportunities to remain current in the field.
Maintains business and human resources management software systems.
Presides over committee and staff meetings in the designated areas.
Functions as Custodian of School Records and responds to open public records requests.
Works with board architect, engineer, attorney and auditor on district matters as required.

Financial Reporting and Analysis:

Prepare and present regular financial reports, statements, and forecasts to the Board of Education, superintendent, and other stakeholders.
Assumes responsibility for providing an accounting procedure adequate to record in detail all money and credit transactions, in order to provide the Board of Education and Administration with monthly financial reports in all areas including those delegated by statute to the Business Administrator.
Conduct financial analysis to identify trends, variances, and areas for cost savings or revenue enhancement.
Present bi-monthly to the Board of Trustees and Superintendent financial analysis of trends in revenues and expenditures.
Oversees financial and budgetary operations of the school district.
Maintain accurate and up-to-date records of financial transactions, grants, and contracts.
Acts as the budget control officer by reviewing and approving purchase orders and budget transfers.
Assumes responsibility for the audit of all claims, invoices and demands against the board, presents them for board approval and submits them for payment.
Projects cash flow and account balances to assess financial position.
Compiles necessary statistical data for the preparation of the fiscal budget.
Assists in the interpretation of budgetary needs to the public by preparing materials for distribution and by working with the Board and Administrative staff in the broad program of community contact.
Provides the Board and Administrative staff with factual information on the business area as it affects the total school program.
Supervises the collection, safekeeping and distribution of all funds.
Furnishes bonds in such form and amount as shall be determined from time to time by the Board, the cost of which will be assumed by the district.
Serves as official purchasing agent responsible for establishing procedures for the acquisition of goods and services for the district in accordance with law and board policy.
Prepares Bids and Request for Proposal
Ensures debt service payments are made and bonds are refinanced per state regulations.
Provides budget and finance related support for state and federal grants.
Coordinate meeting with non-public schools to comply with state and federal grants.
Ensures prompt submission of reimbursement requests for grant programs.
Prepares for and oversees completion of Comprehensive Annual Financial Report, and develops and implements corrective action plan as needed.
Reviews and implements internal controls
Acts as advisor to the Superintendent on the school budget and all other business and financial questions.

Purchasing and Procurement:

Develop and oversee procurement policies, procedures, and practices to ensure transparency, efficiency, and compliance with state procurement laws.
Coordinate the solicitation, evaluation, and awarding of contracts for goods and services, including bidding processes and vendor negotiations.
Monitor purchasing activities to optimize purchasing power, control costs, and maintain inventory levels.

Fiscal Compliance and Audit:

Ensure adherence to state and federal regulations, accounting standards, and auditing requirements related to financial management and reporting.
Coordinate and facilitate audits, including annual financial audits, program audits, and compliance reviews.
Implement corrective actions and recommendations resulting from audits to improve internal controls and mitigate financial risks.

Grants Management:

Identify, pursue, and manage grant opportunities to support district initiatives and programs.
Develop grant proposals, budgets, and reporting mechanisms in collaboration with program administrators and grantors.
Monitor grant expenditures, compliance, and reporting to ensure accountability and maximize grant funds.

Staff Supervision and Professional Development:

Ensures completed collective bargaining agreements are posted on PERC website.
Supervise and provide guidance to staff members in the Business Office, including accountants, budget analysts, and clerical personnel.
Assists in recruiting, screening, hiring, assigning, supervising and evaluating personnel for positions in the offices under his jurisdiction.
Recommends candidates to Superintendent for appointment.
Complete and submit contracts and budget support for central administrative positions.
Directs payroll operation and conducts payroll verification as prescribed by law.
Attends all negotiation meetings and provides budget and cost analysis for negotiations and supports the Board’s collective bargaining agreements.
Functions as Public Affairs Compliance Officer to ensure parties to public contracts comply with the equal opportunity and affirmative action requirements.
Ensures completed collective bargaining agreements are posted on PERC website.
Conduct performance evaluations, establish goals, and provide professional development opportunities to enhance staff skills and competencies.

Plant Operations and Maintenance:

Conduct performance evaluations, establish goals, and provide professional development opportunities to enhance staff skills and competencies.
Supervises Director of Building and Grounds and Supervisor of Maintenance and Custodians
Supervises programs of plant maintenance and custodial operations to provide a maximum educational facility as well as a healthful and safe environment for pupils, workers, and the public.
Oversees the operation and maintenance of all school facilities custodial, grounds, and maintenance services. Ensures that all state/federal standards for the health and safety of students and staff are maintained.
Programs the use of school facilities in accordance with Board of Education policy.
Maintains an up-to-date inventory of school property Works with Administrative staff members, architects, attorneys, financial advisors in the planning, financing, contracting and construction or alteration of school facilities.
Provides information for Board and Administrative staff relative to long-term planning in terms of community resource needs.
Administers all business aspects attendant to planning and construction.
Recommends deployment of security measures.
Provides direction for use of facilities to ensure compliance with state regulations and risk mitigation.
Prepare the Comprehensive Maintenance and Long Range Facility Plans.
Submit temporary/substandard facility use application as needed in conjunction with the Director of Buildings & Grounds.
Acts as the agent of the Board in site acquisitions and sale/lease of property.

Transportation:

Acts as the agent of the Board in site acquisitions and sale/lease of property.
Supervises the Transportation Supervisor.
Is responsible for the safe, efficient operation of the school transportation services, and administers total business aspects for all transportation services.
Determine transportation arrangements for special education students in conjunction with the Transportation Supervisor.
Oversee and recommend fleet size, type, replacement and maintenance.
Approves transportation contracts and ensures timely submission.

Food Service:

Approves transportation contracts and ensures timely submission.
Administers the business operation of the school food services and provides for efficient management of the school lunch program.
Recommends pricing and program changes for Board approval.
Prepares request for proposal specifications for private management company as needed.

PERFORMANCE RESPONSIBILITIES – BOARD SECRETARY:

Prepares, together with the Superintendent and Board Committee, an agenda setting forth all known items of business to be considered at the meetings.
Gives public notice of all meetings of the Board of Education.
Attends all meetings of the Board of Education.
Presides over annual reorganization meeting.
Keeps full and accurate minutes of all meetings of the Board of Education and presents for approval.
Publishes all legal notices concerning district business.
Coordinates completion of annual school ethics disclosure forms.
Arranges for required and voluntary board training.
Coordinates board and superintendent evaluation process.
Responsible for School Board related functions related to regular and special Board elections.
Performs other tasks as may be assigned from time to time.

Evaluation:

Performance in this position will be evaluated annually in accordance with Board’s policy.

Computer Skills:

Knowledge of Microsoft Word and Excel and Google Suite. Experience with Computer Solutions software is a plus.

Physical Demands:

Work Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Evaluation of Performance:

Salary :

Yearly contract as negotiated with the Board of Trustees and approved by the Executive County Superintendent

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Business Administrator/Board Secretary

Job Posting for Business Administrator/Board Secretary at Nutley Board of Education

PERFORMANCE RESPONSIBILITIES - BUSINESS ADMINISTRATOR:

PERFORMANCE RESPONSIBILITIES – BOARD SECRETARY:

PERFORMANCE RESPONSIBILITIES - BUSINESS ADMINISTRATOR:

PERFORMANCE RESPONSIBILITIES – BOARD SECRETARY:

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