Director of Business Services

Business Manager Position Purpose Under the general Supervision of the Superintendent of Schools, to manage the Business Services functions of the district including budget and finance, purchasing, transportation, food services, safety and risk management, and related areas. Essential Functions Supervises the fiscal operations of the school district using standard accounting and bookkeeping principles and procedures in accordance with Board policies, rules and regulations, and applicable laws. Maintains accurate, up-to-date records of accounts receivable, accounts payable, and the financial position of the school district in order to ensure that the school district is able to maintain its operations and remain within fiscal year budgets. Assists the Superintendent in preparing annual budget requests for school district operations to maintain and improve educational opportunities and all necessary support and operations. Prepares monthly operating statements, quarterly reports, and other information or documents as requested. Secures an annual audit of the school district's finances. Organizes and maintains a system for accurate and complete record-keeping and reporting for all financial records as required by law. Oversee all school district purchasing, banking activities, payroll and employee benefits programs. Establish, monitor and manage all safety and risk management policies, procedures and practices for the purpose of ensuring a safe environment for employees and students in their use of school facilities and transportation, and to comply with legal requirements (e.g., OSHA and Workers' Compensation). Maintain appropriate levels of insurance to protect school district property and potential liabilities. Oversee the school district's transportation programs, including bus routes, schedules and contracts to ensure that the school district has an adequate and cost-effective student transportation system. Manage the food service operation and related operations. Continues to acquire professional knowledge and learn of current developments in the educational field by attending seminars, workshops or professional meetings, or by conducting research. Assist the Superintendent in making recommendations regarding salaries and benefits for all school district employees. Oversee the administration of employee benefits and the payroll function. Represent the school district as necessary in off-site meetings, associations, etc. Additional Duties Performs other related tasks as assigned by the Superintendent. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility. Equipment Use standard office equipment such as personal computers, printer, copy and fax machines, and telephone. Travel Requirements Travels to school district buildings and professional meetings as required. Knowledge, Skills and Abilities Knowledge of best practices in accounting and bookkeeping principles. Ability to add, subtract, multiply and divide, and perform complex arithmetic operations. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint). Ability to analyze situations to define and draw conclusions. Knowledge of applicable federal and state laws regarding school district finance, transportation, safety and health, and other areas under responsibility. Ability to develop and implement projects. Effective verbal and written communication skills. 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. Physical and Mental Demands, Work Hazards Work in standard office and school building environments. Note: Also see the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Functions for this position. Qualifications Profile Certification/License: [State] State Certification as required for position. Motor Vehicle Operator's License or ability to provide own transportation. Education Bachelor's and Masters Degree from an accredited college or university, preferably in Business Administration. Experience Successful Supervisory experience preferred. FLSA Status: Exempt

SOUTHERN LEHIGH SCHOOL DISTRICT

JOB DESCRIPTION

Title: Director of Business Services

Date of Last Revision: July 2021

Organizational/Labor Relationship: Exempt

Position Status: Full Time, 12 Month Position, Non-Instructional

Reports to: Superintendent of Schools or His/Her Designee

Purpose/Objective

The Director of Business Services has the overall responsibility for all financial affairs of the district and to plan and manage the business affairs of the school system in compliance with instructions of the Superintendent, pertinent laws, state regulations, and Board of Education policies.

Education and Experience

• Bachelor's Degree in Finance, Accounting, Business Administration or similar related discipline. Master's Degree preferred.
• Status as a Pennsylvania Registered School Business Administrator is preferred.
• Minimum of three (3) years of administrative school district financial experience in Pennsylvania.
• A comprehensive understanding of fund accounting and generally accepted accounting practices.
• Any such combination or alternatives to the above qualifications and experience as the Board of School Directors finds reasonable and acceptable.

Essential Functions and Responsibilities

• Auditing- State, Federal, Independent
• Benefits Administration
• Budgeting and State Reports
• Child Accounting
• Cash Management and Investments
• Debt Service and Capital Financing
• Financial Accounting
• Financial and long-range planning
• Insurance/Risk Management
• Contract Negotiations
• Office Management
• Payroll Accounting
• Purchasing and Procurement
• Real Estate and Fixed Assets
• Risk Management/Insurance
• State/Federal/Local Reports
• Tax Administration

Budgeting and Financial Planning 1. Assumes primary responsibility for the development, administration and monitoring of the district annual budget in compliance to all Act 1 and State laws.

2. Manage the budget development process in coordination with the Superintendent.

3. Prepare and provide financial information to the Superintendent in order to proactively manage and predict budgetary trends and current year status.

4. Provide district administrators with assistance in budget development for their respective buildings, departments or operations.

5. Provides the Finance Committee with a comprehensive analysis of impact items related to the annual budget along with recommended alternatives for formal board approval.

6. Complies with the provisions of Act 1 related to taxes, referendum, exceptions and reporting.

7. Submit all State Budget Reports in the timelines of Act 1 and PDE.

8. Prepare a trend analysis of all Local, State and Federal sources of revenues for budget purposes.

9. Analyze and interpret the State Education Budget as to the impact on state funding support of educational programs and services.

Purchasing and Procurement 1. Assumes responsibility for all purchases including equipment and supplies for all district instructional and support operations.

2. Serve on the board of the Lehigh County Schools Joint Purchasing Board (LCTI) initiative.

3. Compliance with established purchasing policies, state laws and shall present recommended bid awards for Board approval.

Capital and Debt Financing 1. Work with the district's financial advisors and bond counsel to evaluate and recommend funding options for the financing of district capital projects.

2. Assist in the preparation of Preliminary Official Statements (POS) and other Bond documents along with required PlanCon Construction reports.

3. Obtain Bond Ratings from various financing agencies (i.e. Moody's, Standard Poor's) 4. Maintain financial reporting disclosures (EMMA) to all financial reporting agencies.

5. Recommend any Debt Refinancing/Restructuring to achieve interest savings potential.

6. Oversees the distribution of all Bond and Construction payments for construction in progress and submit for PDE reimbursement.

7. Maintain a Capital Reserve Fund for the financing of long-range capital projects.

School Community Relations 1. Provides the Superintendent and other staff members, as well as the Board, with facts and information that help them in their relations with the public; and 2. Communicates with the school solicitor on legal matters dealing with financial issues.

Negotiations/Employee Data Management 1. Prepare necessary research, Data and Cost Analysis Reports for all negotiations, contracts and other confidential matters. Assist the Solicitor in preparing for and or conducting contract negotiations, Arbitration Hearings and other labor related issues. Attend negotiation meetings and hearings as directed by the Superintendent.

2. Oversees, directs and supervises the Business Office functions, departments and staff.

3. Maintains adequate records for all School District employees regarding salary, retirement, social security, employment taxes and insurance.

4. Oversees the administration of the district's retirement, health and life insurance programs and advises employees regarding these programs.

Accounting / Auditing / Reporting / Investments 1. Oversee the proper accounting procedures for all district funds in compliance with State, Federal, and Generally Accepted Accounting Principles / Standards Boards (GAAP) (GASB).

2. Oversee the compliance to all Federal, State and Independent local Auditors.

3. Evaluate Internal Control procedures and recommend improvements if needed.

4. Prepare a Management Discussion and Analysis Report (MD&A) on the status of the district's financial condition as required by (GASB) audit guidelines.

5. Direct and approve the submission of all State (PDE) Reports, Federal Projects/Grants and other Local Governmental Reports.

6. In conjunction with the Business Office staff, oversees the preparation and certification of the accuracy of monthly and annual financial reports required by the Superintendent, Board of Education, State Department of Education and other agencies of government;

7. Establishes the accounting systems necessary to provide school officials and administrators with accurate financial facts as the basis for formulating policies and decisions.

8. Investment of district funds in compliance to Act 72 guidelines to insure effective cash flow and maximize interest earnings at minimized risk levels.

Tax Administration 1. Administer and oversee the tax collection and reporting of all district taxes, including but not limited to real estate, per capita, earned income, business privilege, and other taxes.

2. Establish administrative and reporting guidelines and regulations with elected, local and third party tax collectors to provide an effective collection of all school taxes.

3. Serve as the Primary Committee member to the Lehigh County Tax Collection Bureau as appointed by the Board and as pursuant to Act 32.

4. Tax Appeals - Monitor, evaluate and analyze all tax appeals and Stipulation of Agreements.

Insurances 1. Administer the district Risk Management Program and Insurance Policies.

2. Evaluate and recommend, in conjunction with the district's insurance Broker, adequate general liability and property casualty coverage for the district and personnel, as required.

3. Administers the student accident insurance coverage and policy information.

4. Assist in the processing of all insurance related claims.

Other Functions 1. Submits information for inclusion in agendas for Board meetings.

2. Attends regular, committee, and executive sessions of the Board to advise on matters relating to the financial condition of the district.

3. Acts as an adviser to the Superintendent on all issues and topics relating to the business and financial affairs of the district.

4. Serves as or assists the Open Records Officer to comply with Right to Know Requests.

5. Develops and implements board policy in the areas of school business management, generally accepted accounting practices and related activities.

6. Determine and recommend efficiencies to improve financial operations.

7. Performs other duties as may be assigned by the Superintendent.

Knowledge, Skills and Abilities Required

• Knowledge with and experience in financial institutional management.
• Experience with contract management, contract negotiations, and contract interpretation including establishing positive relationships with labor groups required.
• Knowledge of and experience with applicable laws, regulations, and emerging practices pertaining to assigned responsibilities, including current issues and trends in education and school financial management.
• Knowledge of the State of Pennsylvania and federal regulations and policies regarding school finance.
• Experience supervising and leading other work groups and people.
• Ability to work cooperatively and collaboratively with others.
• Executive functioning skills such as the ability to properly plan, organize, analyze, manage time, establish goals and prioritize tasks, maintain accurate records, recall information, regulate emotions and demonstrate mental flexibility by adjusting thinking or approach when presented with new information or circumstances.
• Exemplary skills in written and oral language with the ability to communicate respectfully, clearly and concisely by telephone, in person, and in written form.
• Demonstrated literacy using a variety of technology and business office software products such as Microsoft Office and Google Suite.

Physical Requirements

• Ability to communicate (read, write, speak) and comprehend the English language to effectively carry out functions, duties, and responsibilities.
• Ability to be at work during normal business hours (Monday through Friday, and at other times as may be required by the position.
• Ability to stand, bend, stoop, sit, lift and reach.
• Repetitive motion of the hands including both fine and gross motor dexterity to manipulate a computer keyboard and when performing routine tasks such as filing.
• Must be able to lift/carry a minimum of 20 lbs.
• Ability to independently ambulate or navigate in and around school buildings and office areas.
• Ability to travel to and from assigned work locations without employer support.

Certification Maintenance & Licenses

• Valid PA Driver's License for independent travel preferred.

Work Environment

• Normal school and office environments. Travel throughout the District and IU21 service area as well as occasional statewide travel as required.

This job description may be updated and/or altered at the sole discretion of the employer.

To perform this job successfully, an individual must be able to perform each primary function/ duty/responsibility at

acceptable standards as set by the employer. In accordance with both state and/or federal law, reasonable

accommodations will be considered upon employee request.