Assistant School Business Administrator/Board Secretary - Full-Time - 12 Month - Non-Affiliated Position - Gloucester Township And Pennsauken Campuses

CAMDEN COUNTY TECHNICAL SCHOOLS

POSITION DESCRIPTION

TITLE: ASSISTANT SCHOOL BUSINESS

ADMINISTRATOR/BOARD SECRETARY

FULL-TIME, 12 MONTH, NON-AFFILIATED POSITION

GLOUCESTER TOWNSHIP AND PENNSAUKEN CAMPUSES

QUALIFICATIONS

• Bachelor's degree in Business Administration, Accounting and

Finance, or alternatives to these requirements as deemed

appropriate.

• New Jersey School Business Administrator Certificate or certificate of eligibility

preferred.

• Public school business office experience preferred.
• Certified Public Accountant preferred.
• Qualified Purchasing Agent preferred.
• Prior supervisory experience preferred.
• Excellent verbal and written communication skills.
• Professional work ethic.
• Ability to multi-task.
• Knowledge of the payroll process (i.e., data entry, calculations, file

maintenance, and check printing).

• Required criminal history background check and proof of U.S.

citizenship or legal resident alien status.

• Meets the health qualifications required of all personnel.
• Meets the NJ residency requirements or willingness to relocate to

NJ within 365 days of employment.

• Must follow the guidelines of the Camden County Technical Schools'

Nepotism Policy, File Code: 0142.1.

Salary: Salary range $85,000 - $100,000 negotiated based on credentials

and experience.

Benefits: This position includes health benefits in accordance with applicable district policies

consistent with New Jersey job posting law.

Interviews are at the discretion of the superintendent and/or designee and based on qualificcations for the position.

THE BOARD OF EDUCATION DECLARES IT TO BE THE POLICY OF THIS DISTRICT TO PROVIDE AN EQUAL OPPORTUNITY FOR ALL APPLICANTS REGARDLESS OF AGE, COLOR, CREED, NATIONAL ORIGIN, RACE, RELIGION, SEX, MARITAL STATUS, DISABILITY, ANCESTRY, AFFECTIONAL OR SEXUAL ORIENTATION, FAMILIAL STATUS, LIABILITY FOR SERVICE IN THE ARMED FORCES OF THE UNITED STATES, OR NATIONALITY.

POSITION GOAL: To maintain accurate financial records in the business

office and to supervise co-workers to ensure an efficient

workplace.

REPORTS TO: School Business Administrator/Board Secretary

SALARY: Salary and benefits as determined by the CCTS Board of Education; full-time,

12-month, non-affiliated position.

PERFORMANCE RESPONSIBILITIES:

PERFORMANCE RESPONSIBILITIES:

Accounts Payable:

• Check and approve all requisitions for proper account number assignment, budget transfer requests, etc.
• Run bi-weekly budget summary report and check for abnormalities. Make corrections where necessary.
• Field questions and solve problems of accounts payable before the involvement of the school business administrator/board secretary.

Payroll:

• Maintain updated payroll purchase order.
• Assure that funds are available for net payroll and payroll agency.
• Prepare/review quarterly payroll, pension and other reports.
• Field questions and solve payroll problems before the involvement of the school business administrator/board secretary.

Accounts Receivable:

• Review and post revenues as prepared by payroll accountant based upon deposits made by the school

business administrator/board secretary and electronic deposits made by the state and federal government.

Assign proper revenue and refund accounts.

• Assist in determining tuition charges, in conformance with established policies of the board of education and appropriate state codes and statutes.
• Assist in the collection of tuition.
• Maintain/review the Tuition Receivable Schedule.

Grants:

• Assist in the preparation of requests for proposals, grants, local, county, state, and federal reports.
• Maintain grant accounts within accounting system and prepare workpaper support for grant claims and final reports for various grants.
• Prepare payment requests in EWEG, Sage, etc.

Purchasing:

• Prepare bid documents, including notices to bidders, instructions to bidders, specifications, and form of proposal
• Supervise, plan, implement, and evaluate the process for the bulk purchasing of supplies used throughout the school district.
• Solicit bid and price quotations in accordance with applicable statutes, codes, regulations, and policies.
• Preside over bid openings.
• Evaluate bids to determine the lowest responsible bidder and to recommend the award to the school business administrator/board secretary.
• Monitor all purchase requisitions to determine correctness of information, price extensions, and other required information.
• Ascertain that purchases supported with entitlement and/or competitive funds are made pursuant to the provision of the approved proposal.

General Duties:

• Assist with budget development and submission.
• Update spreadsheets and data entry into the New Jersey Department of Education's School Budget.
• Consult with administrators for budget preparation.
• Manage position control roster.
• Maintain/update Standard Operating Procedures and Internal Control documents.
• Perform district school accounting using GAAP principles and GASB 34 procedures.
• Assist in determining the adequacy of insurance for property, staff, and students and to make recommendations for changes, as needed, to the school business administrator/board secretary.
• Maintain budget line items and recommends budget transfers to the school business administrator/board secretary.
• Prepare financial information for annual audit and act as liaison with external auditors.
• Prepare monthly Board Secretary's Report of receipts and expenditures along with cash balances for Treasurer.
• Prepare/review workpaper support for child nutrition information reported by the food service company and enter claim submission within Snears.
• Perform tasks of the school business administrator/board secretary and all staff in the business office in the event that they are absent/unavailable.
• Manage the district financial and human resource database.
• Review reconciliations of bank accounts.
• Prepare/review workpaper support and state website for ASSA filing.
• Administer business office applications
• Perform other duties as assigned.

Approved: December 17, 2014

Revised: May 20, 2015

Revised: May 19, 2016