Job Description

JOB TITLE: Business Administrator
FLSA STATUS: Exempt
CONTRACT TYPE: Non-Bargaining Admin
WAGE SCALE: Per Negotiated Agreement
UPDATED: 10/30/2020

POSITION OBJECTIVE(S):
Under the direction of the Superintendent, the Business Administrator oversees the management of financial affairs for Washington Central Unified Union School District’s member schools: Berlin, Calais, East Montpelier, Rumney, Doty, and U-32. The Business Administrator is responsible for the organization’s accounting practices, the maintenance of its fiscal records and the preparation of the financial reporting for the School District. This shall be done in a way to provide the best educational services with the resources available. To plan and manage the overall finance and accounting services to include cash management, accounting, payroll, contracts, and administration of the district insurance programs of WCUUSD and to assure the schools are in compliance with school board policy, state regulations, and industry best practices.
Applicants are asked to apply via Schoolspring job #3400992.  Additional questions or inquiry may be sent to HRMail@u32.org

APPLICATION DEADLINE IS JANUARY 31, 2021
ESSENTIAL DUTIES AND RESPONSIBILITIES:
FISCAL

  • Administers all multi-corporate general accounting, financial reporting, internal controls and appropriate accounting record retention to include:
  • Profit and Loss Statements
  • Balance Sheets
  • Budgets
  • Payroll
  • Accounts Payable
  • Plant Ledger
  • STAT Reporting
  • Tax Reporting
  • Develops recommendations on and completes borrowing and investments, long and short term debt service procedures, and supervises monthly duties, such as reconciling monthly checking account with computer fund balances.
  • Formulates and administers the tuition billing system for students from sending school districts.
  • Maintains oversight of all revenue collection systems to minimize accounts receivable balances.
  • Responsible for employee benefits administration per union and contractual agreements.
  • Interprets financial statements and makes specific recommendations and analysis as necessary.
  • Insures that financial reports are timely and understandable so that the principals and directors can use them as efficient administration tools for sound decision-making in financial and educational areas.
  • Establishes and maintains a sound system of internal controls for use by the school districts and central office personnel to protect district and school generated financial resources.
  • Establishes and maintains efficient procedures and effective controls for all expenditures of school funds in accordance with adopted budgets, district policies, and State and Federal regulations.
  • Responsible for implementing and maintaining generally accepted accounting (GAAP) principles and adhering to governmental accounting standards(GASB), practice, and procedures in performing or reviewing accounting transactions.
  • Oversees depreciation schedules, asset listing, and capital lease schedules and reconciles with source documents to ensure accuracy.
  • Conducts pre-audits of all obligations to ensure budgeted appropriation and encumbered balances.
  • Prepares standard and custom management reports for end-users (i.e. Boards, Principals, Directors, Administrative Assistants, etc.), perform reasonableness testing and quality assurance on the reports to ensure accuracy, prepares and executes adjusting entries, and distributes final reports in the prescribed manner end-user has requested.
  • Provides a program of accounting adequate to record in detail all money and credit transactions.
  • Provides for the collection, safekeeping, and distribution of all funds.
  • Oversees accounting procedures directed by fund accounting practices, accounts payable/receivable systems.
  • Oversee payroll processes and procedures for all schools.
  • Monitors an on-going review of district cash flow to ensure timely payment of all financial commitments.
  • Establishes standard practices and procedures for receipts and deposit of funds.
  • Ensures the reconciliation of cash accounts on a monthly basis.
  • Assumes primary responsibility for the execution of the annual audit by independent and/or elected auditors to fulfill local, state, and federal audit requirements. Develops financial statements and Management Discussion & Analysis documents to be audited by independent and/or elected auditors on an annual basis. Functions as primary contact with independent and/or elected auditors and provides the additional required information for independent and/or elected auditors on all accounts and records annually.
  • Reviews audit findings and apprises supervisor of the observations, suggestions, and /or reportable conditions of the independent and/or elected auditors. Prepares a written report to supervisor addressing all observations, suggestions and/or reporting conditions outlined by the independent and/or elected auditors with evidence of the issue having been addressed, or a timeline when the issue will be addressed.
  • Distributes final audit report to elected auditors, district boards, Agency of Education, and other outlets as required by State Law, Federal requirements, or district policy.
  • Oversees and ensures the accuracy of all external reporting required of the payroll function (W-2’s, 1099’s, 941’s as well as all State required reporting).
  • Ensures the collection of ADM data is in compliance with State requirements and reconciles to all source documents.
  • Maintains a chart of accounts for the accounting system that complies with the State’s financial reporting requirements.
  • Performs, or assists with the performance of periodic internal audits to ensure compliance with district policy, State law, established accounting practices, or departmental operating practices. Identifies areas of concern, apprises district administrators of issues and risks, recommends methods of improvement, and implements agreed-upon solutions.
  • Assures that all bidding and business affairs are conducted in a legal and professional manner.
  • Reviews all personnel addition/change forms verifying that account number is appropriate, valid and that sufficient funds are available.
  • Establishes and maintains sound cash management and investment programs for school districts.
  • Coordinates cash activities with district and town treasurer and manages District cash investments.
  • Maintains an on-going review of district cash flow to ensure timely payment of all financial commitments.
  • Responsible for administering the District’s insurance programs (property, liability, dental, automobile, etc.)
  • Ensures all claims and incidents are reported timely and assists district personnel with regular and ordinary insurance matters (coverage limits, deductibles, certificates of insurance, etc.)
  • Responsible to establish annual contracts for financial audit.
  • Oversees the orientation and training of new personnel in fiscal, payroll, and accounts payable procedures. Supervises and provides technical assistance to accounting personnel.
  • Coordinates with the Information Technology Department with respect to the use and maintenance of a computerized State-wide business management system. Assumes a “power user” role for all software systems utilized by district for purposes related to the position.
  • Represents the districts’ interest, with respect to duties, by participating in appropriate professional and community organizations.
  • Acquires and maintains up-to-date knowledge of all laws and regulations as it relates to the accounting and finance office.
  • Collaborates closely with the Human Resources function of the District to ensure shared and dependent systems and operating practices are efficient, effective, and fully optimized.
  • Oversee the maintenance, reconciliation, and reporting on all student activities accounts for individual schools and programs.

BUDGET

  • Responsible for overall budget development in all schools in the district.
  • Develops models for a multi-year financial plan incorporating requirements of school with district strategic plans.
  • Recommends budgetary policy and practices, develops methods, procedures and forms for the preparation of operating, capital, and statistical budgets.
  • Establishes and maintains efficient procedures and effective controls of all expenditures of school funds in accordance with adopted budgets, district policies and State and Federal guidelines.
  • Provides guidance and acts as a resource to assist principals and administrators in the administration of their budgets.
  • Works closely with the Administrative Team in preparation and training on budget development.
  • Coordinates, processes, and controls transfers of budgeted funds as requested by the Administration.
  • Develops budget guidelines, coordinates preparation of budgets, and assists key administrators in review of budgets. Prepares analyses of budget requests and program proposals.
  • Coordinates the presentation of, justification for, and preparation of additional analyses required to understand the budget proposal for action by the Board.
  • Assists in the execution of the enacted budget, including the recommendation of administration controls where required.
  • Recommends improvements to the financial management of the school system specifically related to budget methods, format, and presentation.
  • Arranges for and supervises preparation, publication, and distribution of budgets as approved by the School Board.
  • Remains current on changing laws and requirements regarding State and Federal funds available for schools.
  • Provides timely and accurate reports to appropriate administrators concerning the status of their budgetary accounts to prevent the overspending of any budgeted account.

CONTRACT MANAGEMENT

  • Responsible to establish annual contracts for financial audit, employee benefits including health insurance, dental insurance, disability insurance, retirement and as provided by contract, liability and property insurance, and student transportation for school districts. Serve as the liaison for insurance purposes.
  • Responsible for the effective and efficient procedures in formulating and negotiating lease agreements, contracts with vendors and consultants.
  • Prepares materials for negotiations and provides financial calculations to Superintendent and board members as requested.
  • Acts as purchasing agent for school boards and establishes procedures for the purchase of goods and services for the school district. Prepares and reviews bids for items/services that effect the district or individual schools.

FACILITIES AND OPERATIONS

  • Construction Projects – Acts as a consultant and assists, when necessary, for all major construction projects and associated contract management to include:
  • Develops contract language for contractors.
  • Ensures the state’s required bid process has been followed.
  • Completes bonding/borrowing application process.
  • Coordinates the construction aid requirements have been met,
  • Develops bid specifications as needed.
  • Transportation – Acts as a consultant and assists, when necessary, the school principals in monitoring the activities and operations as appropriate. Serves as key player in the writing and negotiating for the student transportation contract.
  • Food Services – Acts as a consultant and assists when necessary, the school principals and hot lunch agents in monitoring the activities and operations as appropriate.

OTHER

  • Oversees the administration of the district’s support staff retirement plan.
  • Serves as a resource to train and assist principals and appropriate staff in financial reporting.
  • Oversees the special education expenditure reporting and reimbursement for costs.
  • Oversees all grants, expenditure tracking, and reporting systems.
  • Acts as immediate contact with the independent auditors on accounting matters.
  • Oversees bidding on most areas and coordinates town participation when possible to ensure savings for group purchasing of goods and services.
  • Develops financial and statistical information for educational support programs.
  • Responsible for the development of intermediate and long-range planning for acquisition, installation, and maintenance of fiscal technology and financial management systems used in the school districts. Responsible for the fiscal services software and hardware along with the NEMRC off-site connection to the schools.
  • Prepares data and reports required by statute and regulatory agencies.
  • Represents the district on tax matters with various regulating bodies, like the IRS.
  • Provides for selection, training, assignment, scheduling and direction of fiscal personnel; evaluates performance of fiscal staff and recommends to the Superintendent their compensation, promotion, transfer and dismissal as appropriate in accordance with policy and practice; develops and implements fiscal training programs; establishes and maintains reasonable performance levels while encouraging high level of fiscal staff morale.
  • Completes other tasks as needed, in conjunction with WCUUSD goals.
  • Serves as a liaison with town officials for State education funding laws and communicates budget and tax information.
  • Coordinates preparation for the annual reports.
  • Works with the business office staff in providing support to schools.
  • Provides necessary data required to complete grant applications.
  • Prepares data and reports required by state statutes for independent auditors.
  • Prepares annual reports summarizing revenues and expenditures and forwards to State agencies and local officials.
  • Responsible for the District’s risk management program including property and liability insurance programs.
  • Other duties as assigned by the Superintendent.

SUPERVISION RECEIVED:
Works independently for the most part, planning and implementing broad programs within the organization. Work is checked primarily through consultation and agreement with others while directly reporting to the Superintendent or Superintendent’s Designee.
SUPERVISORY RESPONSIBILITIES:
Manages the business office staff. Manages subordinate supervisors who supervise employees in the Facilities and Child Nutrition Functions, WCUUSD Fiscal Staff and off-site bookkeepers and the Clerk of the Works. Is responsible for the overall direction, coordination, and evaluation of these departments. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:
Education and Experience
A Bachelor’s or Master’s Degree in Business Administration, Accounting, Finance, or Administration. At least five years of experience in financial management with supervisory experience in school administration and/or school business management. In depth knowledge of municipal or fund balance accounting, cash flow management, investments, budget information, payroll and educational funding laws. Experience in the administrative utilization of modern data and information processing equipment. Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.   Preferred current VASBO or ASBO certification for a School Business Official.
Language Skills.
Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to prepare presentations and articles using original or innovative techniques or styles. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
Mathematical/Reasoning Skills
Ability to apply advanced mathematical concepts such as exponents, logarithms, quadratic equations, and permutations. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and factor analysis.
Computer Skills and Experience
Experience and proficient computer skills in word processing, spreadsheets and data base programs required. Experience with Microsoft and Google required.
Communication & Interpersonal Skills
Ability to communicate courteously, efficiently, and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside agencies. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, state agencies and legislative committees.
Reasoning Ability/Mental requirements
Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, etc.) in complex phases. Ability to deal with a variety of abstract and concrete variables.
Additional Competencies The individual in this position must possess the following:

  • Dependability – being reliable, punctual, responsible and fulfilling obligations.
  • Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
  • Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
  • Attention to Detail – being careful about detail and thorough in completing work tasks.
  • Integrity – being honest and ethical.
  • Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
  • Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
  • Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.