Director of Business Services

Position Type:
Administration/Business Manager

Date Posted:
8/27/2024

Location:
District

Date Available:
09/30/2024

Closing Date:
09/13/24 or Until FilledWASECA PUBLIC SCHOOLS DISTRICT 829

TITLE: DIRECTOR OF BUSINESS SERVICES
REPORTS TO: SUPERINTENDENT OF SCHOOLS
SUPERVISES: DISTRICT OFFICE STAFF
JOB GOAL: Provides leadership for the efficient and effective management of the fiscal resources of the school district.

JOB RESPONSIBILITIES:
Essential Duties

1. Communicate in a positive and effective manner with staff, community members, administration, and school board members.
2. Perform tasks which require the application of independent judgment and knowledge of School Board policies, Minnesota school finance and district procedures, and school-based rules and regulations.
3. Meet timelines and perform multiple tasks in an efficient manner.
4. Give attention to detail.
5. Work with frequent interruptions.
6. Maintain confidentiality and professionalism in school and community.
7. Ensure attendance (at least 95%), punctuality, and dress are appropriate.
8. Maintain an understanding of the Uniform Financial Accounting and Reporting Standards (UFARS) coding system.

Specific Duties
Finance and Budget:

1. Serve as the financial advisor to the superintendent and school board recommending budgetary policies and practices that are conducive to the optimal operation of the school district.
2. Responsible for the district budget calendar, bi-annual budget preparation, as well as long-range financial plans.
3. Establish a budget control system and monitor the budget.
4. Establish and supervise a program of accounting, cash management, and reporting for the financial affairs of the school district. Responsibilities include, but are not limited to the following tasks:

1. Prepare financial reports as required by the state and Federal agencies.
2. Provide monthly financial reports for the school.
3. Maintain a complete set of records for the school district, (i.e., financial reports, records, minutes, agreements).
4. Prepare for the school board, superintendent and school staff financial and budget reports at regular intervals and as requested.
5. Establish and supervise a system for the storage of records of the school district (i.e., financial records, insurance policies, building bonds).
6. Monitor the cash flow and investments of school district funds to insure maximum return.
7. Supervise the preparation of the payroll for the school district.
8. Act as an internal auditor and maintains internal controls to assure that all financial activities comply with laws and district policy.
9. Supervise the reconciliation of all bank accounts maintained by the school district.

1. Responsible for the financial aspects of all Federal programs and of the programs in which the district is the fiscal host.
2. Assist in the development of procedures and serves as a consultant to principals and department directors/supervisors in the preparation of program budgets. Trains the administrators in the proper use of UFARS reporting requirements.
3. Conduct statistical and research projects to provide management information and financial forecasting and planning.
4. Coordinate, prepare, and lead the annual school district audit.
5. Prepare and present information needed for the annual levy certification and Truth-in-Taxation hearing.
   1. Direct and manage the election process regarding operating and capital facility levies. Adheres to timelines and regulations.
6. Prepare the 5-year capital expenditure plan and the 10-year long term facilities maintenance plan with the superintendent and director of buildings and grounds.

Negotiations:

1. Direct the preparation and collection of data pertinent to salary negotiations with all employee groups.
2. Work with the superintendent to assure compliance with pay equity statutes and appropriate contract language.
3. Serve as a member of the school district negotiation team when requested by the superintendent and/or school board.

Purchasing:
A Develop and administer a program of purchasing supplies and equipment in accordance, but limited to, the following:

1. Assure adherence to all district, state, and Federal policies and laws.
2. Investigate quality and quantity of purchases.
3. Study price trends and market conditions and keeps informed of sources of supply and new product developments.
4. Purchase items necessary for the operation of the school district by competitive bidding, quotations, and negotiations.
5. Prepare bid documents, including notice to bidders, instruction to bidders, specifications and proposal forms.
6. Approve all purchase requisitions and invoices to determine accuracy of information, price extensions, coding information, etc.
7. Maintain a business and purchasing procedure manual for general business, student activity funds, and federal funds.

Committee Responsibilities:

1. Finance Committee
2. Insurance and Safety Committee
3. Professional Growth and Development Committee
4. Other committees and task forces as deemed necessary.

District Office Services:

1. Supervise the employees in the district business office which include the human resource specialist, personnel specialist, accounts payable purchasing specialist, student data specialist, student information system specialist, and the administrative assistant.
2. Work with the superintendent to determine:
   1. Office procedures and staff needed to insure maximum efficiency.
   2. Forms and processes needed for district administrative procedures
3. Perform other assignments and responsibilities as determined by the superintendent.

Insurance:

1. Manage the school district's property and casualty insurance program.
2. Manage the school district's worker's compensation insurance program.
3. Serve as chairperson of the district Insurance and Safety Committee.
   1. Supervise the process to examine health insurance plans for district employees.
   2. Monitor the district's dental reimbursement plan. Evaluates and proposes adjustments to the benefit structure to maintain an adequate fund balance.

Public Relations:

1. Communicate with constituents regarding the fiscal resources of the district and other issues as directed by the superintendent and/or school board.
2. Attend all school board meetings and those meetings at the local, state, or national level, which are directly applicable to the management of the business affairs of the school district.
3. Update district website as needed.

QUALIFICATIONS, KNOWLEDGE, TRAINING, AND EXPERIENCE:

1. Minimum of a 4-year degree in Accounting and/or Business Administration.
2. Minimum of 3 years of supervisory experience, preferably in a Minnesota school district; or experience in the field of accounting, business management, or school district accounting.
3. Ability to work with others in a supervisory role.
4. Strong organizational skills.
5. Ability to create and deliver public presentations on behalf of the school district.
6. Excellent verbal and written communication skills.
7. Ability to effectively delegate.
8. Willingness to have a flexible work schedule.
9. Possess sound financial planning characteristics.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

1. Occasionally lift and carry objects weighing up to 20 pounds
2. Stand for up to one hour at a time
3. Stoop and bend
4. Reach and grasp objects
5. Exhibit manual dexterity or fine motor skills
6. Possess the ability to talk, hear, and see
7. Work in a normal office environment with few physical discomforts

"Waseca Public Schools empowers each learner to thrive in an ever-changing world."