District Business Manager

Job Description District Business Manager Jefferson Township Local School District Reports To: Superintendent Position Type: Administrative/Management Work Year: 260 Days FLSA Status: Exempt Evaluation: Superintendent

POSITION PURPOSE:

The School Business Manager provides leadership, coordination, and oversight of the district's non-instructional business and operational functions. The position supports the Superintendent in ensuring that district resources, facilities, services, contracts, and operational systems are managed efficiently, responsibly, and in alignment with Board policy, applicable laws and regulations, and the district's commitment to student success. The School Business Manager works collaboratively with the Superintendent, Treasurer, district administrators, employees, vendors, contractors, and community partners to maintain safe, efficient, fiscally responsible, and service-oriented district operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Business Operations and Fiscal Coordination

1. Assist the Superintendent and Treasurer in coordinating the district's business and operational functions.
2. Monitor operational expenditures and assist with budget development, forecasting, purchasing, and expenditure controls within assigned areas.
3. Ensure purchases, contracts, purchase orders, invoices, and related documentation follow district procedures and Board policy.
4. Review operational needs and recommend cost-saving measures, efficiencies, and appropriate use of district resources.
5. Assist with competitive purchasing, requests for proposals, bids, vendor selection, and contract administration.
6. Maintain appropriate records and documentation related to assigned business operations.
7. Work collaboratively with the Treasurer while respecting the statutory responsibilities and authority of the Treasurer.

Facilities, Maintenance and Custodial Operations

1. Coordinate the effective operation and maintenance of district buildings, grounds, equipment, and related systems.
2. Provide oversight and direction for maintenance, custodial, grounds, and other assigned operational personnel.
3. Develop preventive maintenance schedules and systems for tracking repairs, inspections, work orders, and facility needs.
4. Conduct regular building and grounds inspections and communicate concerns to the Superintendent.
5. Coordinate vendors and contractors performing work on district property.
6. Assist with long-range facilities planning, capital improvement priorities, and equipment replacement schedules.
7. Ensure district facilities are maintained in a clean, safe, functional, and welcoming condition.

Transportation

1. Coordinate district transportation operations and serve as an administrative liaison with current contracted transportation provider.
2. Monitor transportation services for safety, efficiency, timeliness, and compliance.
3. Assist with resolving transportation concerns involving routes, service levels, vendors, families, and district personnel.
4. Maintain appropriate transportation records and assist with required reporting.
5. Work with district leadership to evaluate transportation practices and recommend operational improvements.

Food Service

1. Coordinate administrative oversight of the district's food service operations, including contracted services.
2. Monitor vendor performance and operational concerns, meal service procedures, and compliance requirements.
3. Collaborate with appropriate personnel to address food service purchasing, equipment, facilities, reporting, and operational needs; including but not limited to equipment inspections.
4. Collaborate with the EPC and vendor to support compliance with applicable federal and state child nutrition requirements.

Purchasing, Contracts and Vendor Management

1. Serve as a central point of coordination for designated district vendors and service providers.
2. Maintain a system for tracking contracts, renewal dates, service agreements, warranties, and vendor performance.
3. Obtain quotes and supporting documentation in accordance with Board policy and applicable requirements.
4. Evaluate vendor performance and recommend continuation, modification, rebidding, or termination of services when appropriate.
5. Verify that contracted services are being delivered according to established expectations before recommending payment or renewal.

Safety, Security and Emergency Operation

1. Collaborate with the Superintendent and district leadership regarding school safety and emergency preparedness.
2. Assist with coordinating required safety inspections, drills, emergency procedures, facility access, alarm systems, and operational response protocols.
3. Maintain working relationships with law enforcement, fire, emergency management, and other community safety partners as assigned.
4. Assist with maintaining accurate emergency contact, facility, and operational information.
5. Respond promptly to facility emergencies and other operational situations requiring district-level coordination.

Inventory and Asset Management

1. Develop and maintain systems for tracking district equipment, furniture, vehicles, keys, operational supplies, and other assigned assets.
2. Coordinate inventory processes and assist with appropriate disposal of obsolete district property.
3. Monitor district vehicle maintenance, fuel usage, inspections, and related records, when applicable.
4. Promote responsible stewardship and accountability for district property.

Personnel Leadership

1. Supervise and evaluate assigned operational employees in accordance with district procedures and collective bargaining agreements.
2. Establish clear performance expectations and hold assigned employees accountable for completing responsibilities.
3. Coordinate work schedules, assignments, coverage plans, and substitute or temporary operational staffing.
4. Assist with interviewing, selecting, onboarding, training, and developing operational personnel.
5. Address performance concerns promptly and provide documentation and recommendations to the Superintendent when corrective action may be necessary.
6. Promote professionalism, teamwork, responsiveness, and a customer-service mindset throughout district operations.

Compliance and Reporting

1. Assist the Superintendent in ensuring assigned operational areas comply with federal and state requirements, Board policies, administrative procedures, contracts, and applicable safety standards.
2. Maintain organized records necessary for audits, inspections, monitoring, and regulatory reporting.
3. Monitor deadlines associated with assigned operational responsibilities.
4. Immediately notify the Superintendent of significant compliance, safety, financial, personnel, or operational concerns.

LEADERSHIP EXPECTATIONS

The District Business Manager shall: Demonstrate integrity, sound judgment, confidentiality, and fiscal responsibility. Communicate proactively with the Superintendent regarding emerging concerns. Operate with a student-centered mindset, recognizing that effective operations directly support teaching and learning. Establish systems rather than relying solely on reactive problem solving. Maintain high expectations for accountability and follow-through. Build productive relationships with staff, families, vendors, contractors, and community partners. Seek opportunities to improve efficiency and maximize district resources. Demonstrate responsiveness during emergencies and time-sensitive operational situations. Support the district's expectations for trust, transparency, communication, accountability, student focus, respect, collaboration, innovation, fiscal responsibility, and courage.

QUALIFICATIONS

Required: Bachelor's degree in business administration, public administration, education, operations management, finance, or a related field, or an equivalent combination of education and relevant experience. Demonstrated experience in business operations, facilities, purchasing, finance, project management, school operations, or a related area. Strong organizational, communication, problem-solving, and project-management skills. Ability to manage multiple priorities and meet established deadlines. Ability to effectively supervise employees and manage vendors and contractors. Proficiency with technology and business-management systems. Valid driver's license and ability to travel between district facilities as necessary. Successful completion of BCI and FBI background checks. Preferred: Experience working in a public school district or other governmental organization. Experience with Ohio public school operations, purchasing, facilities, transportation, food service, or regulatory compliance. Supervisory or management experience. Knowledge of Ohio school law, Board policies, public purchasing requirements, and school business practices. Appropriate Ohio school business or administrative licensure, certification, or professional credential, when applicable or desired by the Board.

PHYSICAL AND WORKING CONDITIONS

The position requires the ability to work in both office and school facility environments. Duties may require walking through buildings and grounds, inspecting operational areas, attending evening meetings, responding to emergencies, and occasionally working outside normal business hours.

OTHER DUTIES

The Superintendent may assign additional duties consistent with the needs of the district. The information contained in this job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not intended to be an exhaustive list of all responsibilities.

PERFORMANCE STANDARD

The School Business Manager will be expected to establish reliable systems that ensure district operations are safe, compliant, efficient, fiscally responsible, well-documented, and responsive to the needs of students and staff. Success will be demonstrated through timely completion of responsibilities, effective supervision, proactive problem solving, strong vendor accountability, accurate documentation, and consistent communication with the Superintendent. Jefferson Township Local School District is an Equal Opportunity Employer. #J-18808-Ljbffr TrulyHired