Glen Ridge Public Schools – Job Description
Central Office Administration
TITLE: SCHOOL BUSINESS ADMINISTRATOR/BOARD
SECRETARY*
QUALIFICATIONS: 1. Valid
New Jersey School Business
Administrator
Certificate or eligibility*
2.
Minimum experience as determined by the
board
3.
Understanding of the principals 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 service, 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
*Effective
September, 1991 a school board
secretary who performs regulated functions as
described in N.J.A.C. 6:11-9.3(d) must be
certified as
a school business
administrator. In accordance
with N.J.A.C. 6:11-9-7(f), a board secretary
who
lacks certification but was assigned prior to
September 1, 1991 to perform business
administration functions shall be permitted to
retain his/her position in the district but
will be
required to meet requirements for the
provisional
certificate in order to seek employment in a
new
position in another
district.
REPORTS TO: Superintendent/Board of Education
SUPERVISES: All custodial, maintenance, food
service and
transportation personnel
and business operations staff
JOB GOAL: 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 with the available
financial resources.
RESPONSIBILITIES:
1.
Assists the superintendent in the preparation of the
annual school
budget and is responsible for the administration of
all phases of the budget throughout the year.
2.
Serves as general accountant for the board. Keeps
accurate and
detailed accounts of all financial transactions as
prescribed by statute, administrative code and board policy.
3.
Assumes 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 for payment.
4.
Collects tuition fees and other moneys due to the
board not payable
directly to the treasurer of school moneys and
transmits such funds to the treasurer.
5.
Serves 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.
Oversees the operation and maintenance of all school
facilities and
supervises
custodial, grounds and maintenance services. Ensures that
all local, state/federal standards for the health and safety of students and
staff are maintained and that required reports are maintained.
7.
Is responsible for the efficient operation of the
district’s food service
program; ensures that procedures are in accordance
with law and regulations; and supervises food service personnel.
8.
Administers the district’s insurance/risk management
program.
9.
Is responsible for the safe, efficient operation of
the student
transportation program; ensures proper maintenance of
district-owned buses; reviews routes; and handles the business aspects of
contracted transportation services.
10.
Assists the superintendent in projection of facility
needs and oversees
all
construction programs. Helps develop educational standards for sites,
buildings and equipment; prepares cost data; and cooperates with architect and
construction supervisor during construction programs.
11.
Acts 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.
12.
Oversees 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.
13.
Is responsible for investment of board funds in
accordance with board
policy.
14.
Assists the superintendent and the board in
developing and updating
policies for
all aspects of the school business operation.
15.
Safeguards and maintains 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 such other documents as the
board may place in the secretary’s custody.
16.
Notifies all board members of regular and special
meetings. Attends
all board meetings.
17.
Records all proceedings of board meetings, prepares
the official
meeting minutes and handles all correspondence of the
board.
18.
Performs duties related to school elections as
required by law and
works cooperatively with the county board of
elections, the county clerk and district board of elections in facilitating all
regular and special school elections.
19.
Presides at the annual organization meeting of the
board until such
time as a president is elected.
20.
Administers the Oath of Office to newly elected board
members.
21.
Files with the county superintendent a report listing
the name and
social security
number of each bush driver or substitute driver and certification of a valid
school bus driver’s license and criminal background check.
22.
Annually develops and transmits to the county
superintendent of
schools, on or before February 1, a list of names of
the school officials, by office and position, whose
responsibilities require the filing of the Financial and Personal/Relative
Disclosure Statements.
23.
Notifies the county superintendent of the names of
newly elected or
appointed board members to obtain the state-required
Financial and Personal/Relative Disclosure Statements and informs the county
superintendent of new administrators or supervisors appointed after the April
30 filing date.
24.
Prior to the annual submission to the county
superintendent, checks
that the completed disclosure forms have been
reviewed to assure that both required forms have been filed; that all questions
have been answered or indicated as not being applicable; and that each copy is
signed by an original signature. And, provides to the county superintendent the
names of all persons on the February 1st list of school officials
and all newly elected or appointed persons who have failed to file as required
under the law.
25.
Transmits to the county superintendent the names of
newly elected or
appointed board members who have completed the
state-required training program provided by the New Jersey School Boards
Association.
26.
Performs such other duties as may be prescribed by
law or assigned by
the
superintendent or the board.
EMPLOYMENT: Twelve months. Contract terms and salary
to be
determined by the board.
EVALUATION: Performance of this job will be
evaluated in accordance
with
provisions of the board’s policy on evaluation of the
business administrator/board secretary.
APPROVED BY: