Assistant to the Business Administrator

TITLE: Assistant to the Business Administrator

QUALIFICATIONS:

1. High school diploma or equivalent training
2. Minimum experience as determined by the board
3. Fluency in Google platforms and Microsoft Office Suite
4. Knowledge of automated office equipment and efficient office procedures
5. Good telephone skills and ability to communicate effectively
6. Digital fluency is required.
7. Required criminal history check and proof of U.S. citizenship or resident alien status
8. Proficient in Excel, Word, Google, CDK, and other applicable software systems such as, MealTime, EWEG, Pay.Gov, Department of Agriculture SNEARS, NJ Department of Education Homeroom Site Administration and Budget Software.

REPORTS TO: School Business Administrator

GENERAL DESCRIPTION:

To assist in carrying out all financial duties necessary for the smooth and efficient operation of the business office.

ESSENTIAL JOB FUNCTIONS:

1. Responsible for the accounting of financial transactions and cash flow according to the format given by the DOE including maintaining the district chart of accounts and accurate financial reporting.
2. Monthly review and bank reconciliations related to the district level accounts.
3. Prepares monthly cash receipts, cash disbursements, and fund balance reports and coordinates all reports with the Treasurer of School Monies.
4. Manage entry of all cash receipts, receivables, and refunds. Monitor cash flow and request reimbursement as required. Prepare all required journal entries.
5. Assist payroll in verification of correct accounts and requisite retro calculations upon settlement of contracts. Monitor and adjust payroll encumbrances and perform analysis as required.
6. Assist the Business Administrator in the budget preparation, administration, supervision and control of the budget.
7. Completion and timely submission of the ASSA report and Chapter 44 calculations.
8. Work closely as a direct contact with all building bookkeepers/secretaries. Collect and review student activity account and petty cash account reconciliations to ensure timely reconciliation and that purchases are made in accordance with GAAP and state law.. Assist with any questions and concerns related to purchasing and banking procedures and conduct training on an as needed basis.
9. Supervise and assist Accounts Payable with purchasing for the district. Serve as back up for Account Payable.
10. Responsible for recording all audit adjustments and the accounting procedures necessary for closing out/and rolling into a new fiscal year.
11. Work closely with district auditors providing them with all financial reports as requested in order to prepare our yearly audit review as well as a mid-year review.
12. Assume responsibility for finalizing records (closing the books) at the end of each school year including reconciling outstanding purchase orders and reserve accounts to actual commitments.
13. Assist with the administration of the benefits program as needed, including the processing of monthly payments. Perform budget related analysis.
14. Ensure accuracy of food service program reimbursement vouchers forwarded to the State Department of Education.
15. OPRA requests when necessary; oversee quarterly/annual SEMI submission for reimbursement; maintain a record of fixed assets in compliance with GASB 34.
16. Responsible for the reimbursement of all grant funds through EWEG. Participation in the application process, amendment process, and final reporting of all grants awarded to the district. Responsible for the accounting of all grants in the budget for revenues and appropriations using the correct accounts as directed by the federal/state government.
17. Maintain communication with the NonPublic school to ensure state funds are spent. Prepare any required NonPublic state reports and filing.
18. Assume any other responsibilities assigned by the Business Administrator.

WORK YEAR: Twelve (12) months, at-will position. - Preferred Start Date: July 1, 2026

Salary and benefits comparable to current central office administrative support staff

DATE APPROVED BY BOARD OF EDUCATION: April 30, 2026