Duties
Purpose of Position: To oversee the financial functions of the District, in collaboration with the Superintendent of Schools, ensuring the community assets are well-administered, maintained, and protected.
Position Responsibilities:
- Prepares the annual tax levy and budget and administers a budget control program.
- Meets the qualifications as listed in the School Code to be the legal school treasurer and fulfill via Board appointment, the duties of school treasurer.
- Assists the Superintendent with respect to data production/contract negotiation.
- Attends board meetings and prepares such reports for the Board as the Superintendent may request.
- Supervises the management of the financial affairs of the schools.
- Supervises all accounting operations and its personnel.
- Supervises the purchasing services and its personnel.
- Acts as advisor to the Superintendent on all questions relating to the business and financial affairs of the district.
- Serves as district treasurer and implements the district’s investment policy.
- Advises the Superintendent on employee insurance and retirement benefits.
- Advises the Superintendent on property and liability insurance coverage.
- Assists in coordinating the district’s registration process and implementing online registration.
- Assists in the determination of types of programs needed by the schools and makes appropriate recommendations.
- Prepares drafts of needed Board policies and administrative rules for the Superintendent’s review and action.
- Serves upon assignment by the Superintendent as a resource to all other administrators in the district.
- Prepares state reports and claims as required, as well as state and federal grant reporting.
- Manages quality assurance/audits including bid management, contract management, external audits, internal audits, risk management, vendor management, and benefits management.
- Submits transportation reports, supervises transportation, and works collaboratively with the Superintendent to resolve District-level transportation matters.
- Submits Nutrition Reports, supervises the nutrition program, prepares for nutrition audits, and is the liaison between the District and its food vendor.
- Serves as FOIA officer.
- Develops and implements a procurement process.
Budget Preparation
- Gather facts and information affecting the district’s revenues and expenditures.
- Prepare a tentative budget in the fall, prior to adopting the district’s tax levy.
- Fine-tune the budget in the spring after tax levy is known and decisions regarding salaries, staffing, and major capital outlay expenditures are complete.
- Prepare and file the official state budget form.
Tax Levy Preparation
- Estimate the district’s assessed valuation and calculate the levy based on the tentative budget.
- Prepare and file official tax levy form.
Cash Flow Analysis
- Monitor and forecast the monthly flow of revenues and expenditures to assist in investment planning and avoid any “surprises”.
- Prepare periodic reports to keep the Superintendent and Board of Education informed.
Investment Management
- Implement the district’s investment policy emphasizing safety of principal while maximizing return.
- Periodically analyze investment plans, banking, and financial services to advise the Superintendent as to the best choice for the district.
Fixed Asset Management
- Maintain an inventory of the district’s assets, classified according to type and location, including value and depreciation.
District funds and bank accounts
- Supervise accounting system and reconciliation of all accounts, including activity funds, petty cash and general checking accounts.
Supervise business office personnel
- Provide overall direction and supervision to accounts payable and payroll. Plan and provide appropriate training in order to implement job functions.
Audit
- Recommend the appointment of an outside auditor.
- Serve as the district resource during ISBE audits and outside audits.
- Prepare all backup documentation as requested by auditors.
- Work with auditor to ensure district compliance and all accounting standards and reporting requirements.
Prepare state claims forms as required
- Provide training and assistance to school secretaries to ensure accurate attendance and bus reporting.
- Perform all necessary calculations and provide backup documentation for audit trail.
- Complete and file claim forms in a timely manner.
State and Federal Grant Reporting
- Assist staff in preparing and filing all grants, budgets and documentation.
- Track expenditures and keep grant coordinators updated.
- File quarterly and final expenditure reports in a timely manner.
- Maintain backup documentation for audit trail.
Salaries
- Prepare and maintain salary and deduction tables to be used for preparing payroll.
- Track staff eligibility for longevity stipends and prepare calculations for payroll.
- Prepare scatter grams and salary schedules during negotiations of teacher contracts.
- Obtain and analyze salary information for comparison basis.
Employee Benefits
- Assists the Superintendent in administering employee insurance benefits, including health, dental and life insurance.
- Lead employee information meetings and open enrollment meeting.
- Lead benefits in-service for new employees.
- Research the market and periodically bid out insurance packages.
- Provide assistance to employees experiencing problems with coverage or claims.
- Assists the Superintendent in IMRF administration.
Liability and Property Insurance
- Assists the Superintendent in supervising the district’s property and liability insurance programs.
- Periodically evaluate programs to ensure competitive rates and satisfactory coverage and service.
- Supervise and administer the filing of all insurance forms and claims.
- Attend and participate in required meetings sponsored by the insurance cooperative (when applicable).
Utilities
- Periodically evaluate usage and cost to ensure competitive and satisfactory coverage and service.
Serve as a Resource
- Serve as a resource to assist all staff in ways they may effectively achieve the district goal of providing the best possible educational programs and services.
- Conduct ongoing research and statistical projects that will contribute to accurate planning and budgeting.
- Perform tasks and responsibilities as directed by the Superintendent.
Training and resources
- Meet regularly with the Superintendent for discussion and sharing of information and ideas.
- Attend workshops and conferences to enhance knowledge and keep current.
Other:
- Performs other related tasks as assigned by the Superintendent and other central office administrators as designated by the Superintendent.
- Travels to school district buildings and professional meetings as required.
- The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Position Organizational Relationship:
- Reports to the Superintendent and is a member of the Administrative Council
- Supervises the Facilities Manager and evaluates position’s performance with the Superintendent
- Supervises the Business Department and all clerical help, evaluating their performance annually
Position Holder Qualifications:
- Knowledge of best practices in administration, program evaluation and staff supervision.
- Knowledge of data information systems, data analysis and the formulation of action plans.
- Knowledge of applicable federal and state laws regarding school district finance and transportation.
- Ability to communicate effectively with staff and parents.
- Ability to organize multiple tasks and conflicting time constraints.
- Ability to engage in self-evaluation with regard to leadership, performance and professional growth.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Technologically proficient in a variety of applications and programs, as needed to perform the functions of the position.
- Demonstrates ability to exercise the responsibilities assigned to this position.
- Demonstrates ability to apply conceptual, human, and technical skills to a position of this type.
- Demonstrates ability to understand the implications of social, political, educational, and economic changes and their significance to the District.
- Is pleasant, positive, and able to contribute to a productive work environment.