Assistant School Business Administrator/Assistant Board Secretary

JOB DESCRIPTION Page 1 of 3 PERTH AMBOY BOARD OF EDUCATION Assistant School Business Administrator/Assistant Board Secretary Qualifications:

1. Must possess a New Jersey School Business Administrator Certificate or Certificate of Eligibility.
2. Accounting background with successful business and/or public school administration experience.
3. Working knowledge of Governmental (GAAP) Accounting principles.
4. Working knowledge of computer operations including various accounting software programs. Reports to:
5. The Assistant School Business Administrator shall report directly to the Superintendent of Schools and the School Business Administrator/Board Secretary in his/her capacity as Assistant School Business Administrator.
6. The Assistant School Business Administrator shall also serve as the Assistant Secretary to the Board of Education and shall report and be responsible directly to the Board Secretary in conjunction with his/her duties as Assistant Board Secretary. S/he shall carry out all the legal duties as defined in Title 18A for Board Secretaries in the absence of the Board Secretary. S/he shall have a seat on the Board and a right to speak on all matters relating to his/her duties and functions in the absence of the Board Secretary, but shall not have a right to vote. Function: The Assistant School Business Administrator/Assistant Board Secretary shall assist the School Business Administrator in carrying out the business operation of the school district. S/he shall carry out those responsibilities as assigned by the School Business Administrator/Board Secretary in such a manner as to maintain the highest level of fiscal management and business integrity. Duties:
7. Supervision and Evaluation The Assistant School Business Administrator/Assistant Board Secretary shall assist in overseeing and maintain the financial records of the school district.
8. Budget and Finance a). Assist in the preparation of the annual school budget and input of same to the computerized budget/accounting system of the district. b). Assure that the budget is adhered to with no changes to major line accounts, unless approved by Board resolution and the State Department of Education. 1). Perform periodic budget projections as directed by the School Business Administrator/Board Secretary. 2). Recommend, as needed, budgetary line item transfers to the School Business Administrator/Board Secretary. JOB DESCRIPTION Page 2 of 3 PERTH AMBOY BOARD OF EDUCATION Assistant School Business Administrator/Assistant Board Secretary (Cont'd.) c). Assist in the proper audit of all claims against the Board and payment of those claims which meet requirements as established by the Board. d). Supervise the computerized bookkeeping system with detailed accounts of all school expenditures, according to the prescribed state accounting system. 1). Analyze line item budget reports routinely for accuracy and to ensure compliance with State Administrative Code with respect to preventing overspending. e). Supervise the computerized payroll system to assure that payroll and payroll reports are prepared on a timely and accurate basis. f). Reconcile monthly budget reports and annual fiscal reports as required by statute. g). Prepare the Secretary's Monthly Financial Report and reconcile same to the Monthly Financial Report of the Treasurer of School Monies. h). Assist in the preparation of all applications and subsequent reports on all funded programs. i). Monitor cash flow to determine the amount of free funds available for investment. j). Prepare reconciliation of all bank accounts, under the authority of the Board of Education. k). Assure that all reports by the Treasurer of School Monies are filed on a timely and accurate basis. l). Assist the School Business Administrator/Board Secretary in preparing for the annual school audit. m). Perform internal audits of business office operations as directed by the School Business Administrator/Board Secretary.
9. Public Affairs, Community Relations, Records a). Maintain a record of all meetings of the Board in minute form, including summary of discussions unless a Board member requests specific information to be included in the absence of the Board Secretary. b). Advise the School Business Administrator/Board Secretary of items relative to business affairs to be included on the agenda for monthly agenda meetings.
10. The Assistant School Business Administrator/Assistant Board Secretary shall be responsible for all duties as may be assigned by the School Business Administrator/Board Secretary. JOB DESCRIPTION Page 3 of 3 PERTH AMBOY BOARD OF EDUCATION Assistant School Business Administrator/Assistant Board Secretary (Cont'd.) Verification of Competency:
11. District application and resume.
12. Required documentation outlined in the qualifications above.
13. A minimum of three letters of reference from former employers, teachers, professors or other professional sources, or copies of recent evaluations and observations of teaching/administrative performance.
14. Official college transcripts.
15. Employment interview. Physical Demands, Visual Acuity and Working Conditions: 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:
16. Use strength to lift items needed to perform the functions of the job.
17. Sit, stand, and walk for required periods of time.
18. Speak and hear.
19. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
20. Communicate effectively in English, using proper grammar and vocabulary.
21. American Sign Language or Braille may also be considered as acceptable forms of communication.
22. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls. Environmental Demands:
23. The environmental 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.
24. Exposure to a variety of childhood and adult diseases and illnesses.
25. Occasional exposure to a variety of weather conditions.
26. Exposure to heated/air conditioned and ventilated facilities.
27. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
28. Function in a workplace that is usually moderately quiet but that can be noisy at times. Terms of Employment: 12-month salaried position as per agreement between the individual employee and the Perth Amboy Board of Education. Evaluation: Performance in this job will be evaluated annually in accordance with the provisions of the Board of Education Policies on evaluation of administrative staff. Reference: 18A:17-13 Date Adopted: June 1, 1972 Date Revised: June 6, 1974; November 19, 1992; January 10, 2002; February 8, 2018