MUNDELEIN ELEMENTARY SCHOOL DISTRICT 75. Job Description

Transcription

1 MUNDELEIN ELEMENTARY SCHOOL DISTRICT 75 Job Description JOB TITLE: QUALIFICATIONS: Business Manager 1. Master s degree in educational administration or business administration 2. Minimum of five years experience as district business manager or district administrator 3. Illinois Administrative Certificate Type 75 with Chief School Business Official Endorsement or equivalent professional license with appropriate endorsement 4. Ability to provide effective leadership in all operational areas 5. Successful organization, presentation and planning skills. 6. Ability to work cooperatively with staff, administrators and community 7. An ability to be innovative and cost efficient 8. Successful organization, presentation and planning skills 9. Demonstrate leadership attributes and be of good character 10. Such alternatives to the above qualifications as the Board of Education may find necessary, appropriate and acceptable LEADERSHIP ATTRIBUTES Visionary Advocate for students Flexible Warm and Child-friendly Advocate for teachers Organized Highly Visible Open-minded Self-Confident Learner-centered Compassionate Approachable Open communications Accessible Sense of humor REPORTS TO: SUPERVISES: JOB GOAL: Superintendent of Schools 1. Business office clerical personnel 2. Central Registration Services 3. Transportation Services 4. School District Insurance Program 5. School Food Service Program 6. Substitute Teaching Services To administer the business affairs of the school district in such a way as to provide the best possible educational services within the constraints of the financial resources available.

2 PERFORMANCE RESPONSIBILITIES: Plan for, coordinate and participate in budget development and subsequent cost control throughout the district: 1. Development and maintenance of budget procedure document. 2. Develop an annual budgetary timetable. 3. Advise, provide direction and make recommendations concerning budget development. 4. Monitor the budget development process. 5. Preparation of the budget document. 6. Advise administrators on the proper utilization of funds allocated. 7. Monitor, review and supervise budgetary transactions relating to expenditures. 8. Monitor, review and supervise budgetary transactions relating to handling of revenue. 9. Provide positive direction when budget requests are incorrectly coded. 10. Review and supervise reporting systems and related procedures. 11. Provide direction for approval of final budget document. 12. Arranges for compilation of the annual budget document to be placed on review for the community, Board of Education and Superintendent. 13. Coordinates with the Superintendent, the presentation of, justification for and preparation of additional analysis required to understand the budget proposal for action by the Board. 14. Arranges for and supervises preparation, publication and distribution of budgets as approved by the Superintendent and the Board of Education. 15. Prepare and submit proper budget documents to appropriate agencies to comply with Illinois School Code. 16. Develops the annual levy within the constraints of the school district tax rate limitations, the property tax extension limitation law and the Truth in Taxation Act and certifies this amount to the County Clerk after review and acceptance by the Superintendent and Board of Education. 17. Provides information to new staff member relative to fiscal policy, budgetary procedures, and the requisition and ordering of material processes. 18. Acts under the general direction of the Superintendent o coordinate all work with fiscal implications of any department with the school district. Coordinate, administer and supervise the accounting and payroll activities: 1. Provide an accounting system which is in compliance with the Illinois School Code. 2. Monitor, review and supervise all financial transactions involving the district. Supervise preparation, disbursement and accounting of payroll. 3. Supervise preparation, disbursement of accounting of vendor payments. 4. Assess and review reports periodically to determine if process is satisfying needs. Coordinate efforts for annual audit: 1. Provide and make available any and all financial data as required by contracted auditors. 2. Establish audit committee meeting. Develop and maintain fiscal planning program: 1. Work with and maintain relationship with agencies supplying data necessary for fiscal planning. 2. Maintain records and data necessary for fiscal planning. 3. Continually monitor other agency activities impact on fiscal planning. 4. Prepare and maintain five-year financial projections and associated updates.

3 5. Prepare annual enrollment projections. 6. Monitor legislative activities for impact on District funding. 7. Monitor developer activity within the District. 8. Prepares analysis of program costs and method of financing when requested, including long range projections of requirements. Analyze and recommend the investment of funds: 1. Serve appointment as School Treasurer and fulfill fiduciary responsibilities as identified in the Illinois School Code. 2. Develop and maintain a cash flow report for use in determining investment of district funds. 3. Continually assess the investment market. 4. Solicit bank representative input (when appropriate) in assessing investment market. 5. Invest funds within limits of Board policy and Illinois School Code. 6. Supervise school and district activity funds usage and maintain records of all revenue and expenditures for each fund. Assume responsibility for preparing and filing of claims for reimbursement of funds from other governmental agencies: 1. Assemble data necessary for the completion of claim forms. 2. Prepare the detail work on all state and federal financial reports. 3. Supervise the preparation of all state and federal financial reports to the proper authority. Coordinate, administer and supervise the district purchasing process: 1. Review all incoming purchase orders for purchased services, supplies and equipment. 2. Check all purchase orders for selection, price, outing and coding before approving. 3. Accumulate equipment purchase orders from all sources and prepare formal bids for purchases in excess of $10, Prepare specifications, set dates, advertise and mail bids to vendors when applicable. 5. Sign all formal purchase orders. 6. Maintain procedures for expediting the flow of purchase orders. 7. Maintain procedures for receipt of items ordered. 8. Supervise the central storeroom/delivery operations. 9. Approve all invoices for payment. Coordinate and supervise all aspects of school district transportation services: 1. Assess and monitor services provided to determine if contractor is satisfying contract. 2. Maintain and assemble data required to complete and submit State of Illinois reports. 3. Development of contract specifications for bidding. 4. Maintain a working relationship with company providing contract services. 5. Maintain and monitor transportation eligibility procedural guidelines. 6. Supervise the development of bus routes and transportation registration services. 7. Respond to customer busing concerns. 8. Responsible for school site supervision of busing during start of school year. Coordinate and supervise all aspects of school district food service: 1. Assess and monitor services provided to determine if contractor is satisfying contract. 2. Maintain a system for an accurate weekly accounting of the meals and milk distributed. 3. Satisfy and administer guidelines for provision for free lunches for qualified students.

4 4. Supervise point of sale system. 5. Collate and maintain data required to complete and submit state reports. 6. Review monthly food service invoices. 7. Responsible for school site supervision of food service during the start of school. Coordinate and supervise central registration services: 1. Plan annual registration process. 2. Coordinate registration activities between schools and central office. 3. Supervise application process for free and reduced lunch/tuition waivers. 4. Supervise and administer student information system. Coordinate with Operations Manager with the maintenance of facilities, grounds and equipment: 1. Monitor contract maintenance of all facilities and equipment. 2. Monitor all functions of maintenance of district facilities and equipment. 3. Receive, record and assess all reports of vandalism. 4. Supervise corrective measures to repair damage resulting from vandalism. 5. Coordinate annual inspections of facilities and cooperate with agencies conducting inspections. 6. Conduct periodic personal inspections of facilities. 7. Monitor preventative maintenance programs for roofs, boilers and other equipment. 8. Maintain active involvement with electric and gas purchasing cooperatives. Coordinate and supervise leasing of school district facilities: 1. Maintain accurate records of facility usage. 2. Periodically review the facility rental charges and make recommendations 3. Development of contracts to include involvement of prospective tenant(s) and legal counsel. 4. Maintenance of contract(s) with tenant(s) to include periodic review and legal input. Coordinate, administer and supervise school construction activities with Operations Manager: 1. Develop plans and recommend capital improvements to the Superintendent. 2. Develop financial plans to fund capital improvements. 3. Manage bond proceeds to maximize funds available for capital projects. 4. Recommend architects, engineers and technical specialists to the Superintendent. 5. Prepare bid specifications, open bids and recommend award of bid to Superintendent. 6. Coordinate construction activities with maintenance activities and technology systems. Assist in the monitoring and review of safety and risk management program to assure the safekeeping of district employees, students and community members: 1. Perform the duties of the School Safety Coordinator as required by policy and state regulations. 2. Review and assess all student, industrial and vehicle accidents. 3. Assist in the planning of building safety and crisis management programs. 4. Work with building principals to provide the safekeeping of students, staff and community. 5. Work with liability underwriter to provide safe facilities.

5 6. Review district facility maintenance and practices with officials form other agencies as required in the School Safety Drill Act. 7. Maintain an active role with District Insurance Cooperatives (CLIC and SELF). Coordinate, administer and supervise personnel activities: 1. Review and supervise all administrative activities for employee benefits including the medical/dental self insurance program, life insurance, flex plan, etc. 2. Supervise local administration of public pension programs: Teacher s Retirement System, Teacher s Health Insurance System and Illinois Municipal Retirement Fund. 3. Supervise sub-caller system. 4. Assist Superintendent with negotiations and contract administration with Mundelein Elementary Education Association. Coordinate and supervise all aspects of school district benefit insurance programs: 1. Work cooperatively with the insurance cooperatives/brokers to respond to insurance needs of staff and district. 2. Assess and review insurance contracts and related coverage. 3. Work with staff and/or insurance committee to study health and life insurance coverage. 4. Maintain insurance records. 5. Maintain an active role with the District benefit insurance cooperative, NIHIP. Supervise the employment and evaluation of educational support personnel: 1. Provide direct supervision of the business office personnel. 2. Assume the responsibility for employing all business office personnel. Assumes responsibility for own professional growth and development through membership and participation in the affairs of professional organizations, and through enrollment in advanced courses and seminars to maintain certification. Perform such other duties as directed by the Superintendent. TERMS OF EMPLOYMENT: Twelve month position. Contract terms and salary to be determined by the Board. EVALUATION: Performance of this job will be evaluated annually by the Superintendent in accordance with provisions of Board of Education policy.