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Assistant Director of Business Services

Donegal School District
Email

https://www.applitrack.com/donegalsd/onlineapp/

 

SUMMARY OF PURPOSE 

The position is responsible for providing assistance to the Director of Business Services in the management and/or supervision of the non-instructional services of the Donegal School District.  The position is responsible for, but not limited to, the following: financial accounting, audit support, required PDE financial and grant reporting, asset management, and business office functions of the district. 

ESSENTIAL FUNCTIONS 

1. Provide direct supervision and leadership to the Business Office support staff responsible for accounts payable, purchasing, accounts receivable, census, and payroll. 

  • a. Work with the Director of Business Services to develop, implement, and/or monitor procedures to ensure proper internal controls and efficiency of operations; conduct training with appropriate personnel as needed. 
  • b. Provide guidance, coaching, and problem-solving support to Business Office staff in resolving unusual, complex, or sensitive issues. Ensure appropriate cross-training and continuity of operations by serving as a backup for critical functions and coordinating departmental coverage during staff absences. 
  • c. Serve as the key administrator for the internal accounting software.  Possess a good general knowledge of the entire software, determine and monitor user security levels, and  guide, direct or answer questions on its use. 
  • d. Conduct employee coaching, performance evaluations, performance management, and professional development for assigned Business Office staff in accordance with District policies and procedures. 
  • e. Participate in the recruitment, selection, onboarding, scheduling, and training of Business Office personnel. 
  • f. Assign work, establish priorities, monitor workloads, and ensure timely completion of departmental responsibilities. 

2. Perform accounting procedures for various funds, including but not limited to: general, food service, capital reserve, trust and agency, construction etc. 

  • a. Prepare monthly journal entries to reflect monthly financial activity and ensure that accounts are current and accurate. 
  • b. Prepare and complete the annual financial report according to PDE requirements. 
  • c. Prepare monthly financial reports for Board meetings including listing of bills, Treasurer’s Reports, and Function/Object reports. 
  • d. Reconcile all bank accounts. 
  • e. Oversee accounts receivable to ensure timely and accurate recording of deposits and revenue receipts. 
  • f. Develop and maintain various schedules such as construction project finances, bond payments and related subsidy receipts, and compensated absences. 
  • g. Maintain the general ledger for various funds throughout the year in preparation for possible reporting needs throughout the year as well as year-end and single audit.  

3. Assist the Director of Business Services in budget development implementation, and monitoring: 

  • a. Develop and maintain an account code structure that supports and accurately reflects the District’s activities and budget planning process that also follows PDE’s structure and guidelines. 
  • b. Conduct research and analysis on expense/revenue projections as requested for budget development.
  •  c. Monitor accounts monthly to ensure accurate posting, assess accounts for unbudgeted activity, and inform the Director of Business Services of any overdrawn accounts or irregularities. 
  • d. Prepare list of budgetary transfers for board approval. 
  • e. Prepare and maintain a schedule of employee pay for budgeting purposes. Participation in the preparation, entering and submission of the required PDE budget report, as well as entering the budget information into the internal accounting software. 

4. Maintain inventory control system and fixed asset management system. 

  • a. Develop procedures for identifying additions/deletions to fixed assets in compliance with GASB requirements. 
  • b. Work with various departments to ensure that appropriate assets have been identified, tracked and recorded 
  • c. Coordinate the preparation of reports or schedules needed for the annual audit 

5. Assists with various financial reports and reports for state and federal grants. 

  • a. File quarterly and annual reports on a timely basis. 
  • b. Work with the curriculum office to ensure compliance with grant regulations. Maintain comprehensive files to provide for clean audits. 
  • c. Complete and file all forms on a timely basis and maintain documentation relating to the e rate program. 

6. Assists with the independent financial and single audits. 

  • a. Prepares and reconciles all working papers needed for the audit, works with business office personnel to pull records requested by auditor 
  • b. Prepares necessary journal entries to close out the fiscal year. Performs other tasks and leads special projects that may be assigned by the Director of Business Services. 

MARGINAL FUNCTIONS 

Marginal Functions will vary with the specific assignment and depend on the particular position function for which the person is responsible. 

MINIMUM REQUIREMENTS 

This position requires a Bachelor's Degree in Business Administration, Business Management, Accounting, or a related field, or an equivalent combination of education, training, and experience in finance and accounting. Strong technology, interpersonal, decision-making, and leadership skills are required. Demonstrated experience supervising, coaching, developing, and evaluating employees while fostering a collaborative, customer service-oriented work environment is required. The successful candidate must possess the   ability to effectively lead employees with varying levels of experience and responsibility while promoting accountability, teamwork, and continuous improvement. 

SPECIAL SKILLS 

The ability to relate to and function effectively with people of varying backgrounds and positions as well as the skill to communicate effectively is required.  The candidate must possess the ability to set district goals and objectives and to seek continued process improvement. The possession of a positive and professional attitude toward duties and responsibilities is required as well as the ability to maintain the highest level of confidentiality. Ability to identify priorities among multiple tasks in critical.  Must demonstrate the highest personal and professional ethics and integrity. Experience in school district business office, governmental fund accounting, and human resources preferred.