Assistant to the School Business Administrator

Job Summary
To assist the Business Administrator in managing the business affairs of the district efficiently and effectively, ensuring that educational support services help achieve the district's educational goals within available financial resources.

Key Responsibilities
Budget & Finance

• Assist the Business Administrator in preparing the annual school budget and administering all budget phases throughout the year.
• Maintain accurate, detailed accounts of all financial transactions per statute, administrative code, and board policy.
• Audit claims, invoices, and demands against the board.
• Establish accounts receivable and collect tuition fees/other moneys due to the board (including special revenue and enterprise accounts).
• Assist with preparation for the district’s annual financial review.
• Keep precise records of the investment of board funds per statute and board policy.
• Oversee all operational aspects of the district Food Service program.

Facilities & Operations

• Support oversight of school facilities operation/maintenance, including custodial, grounds, and maintenance services, maintaining all required reports.
• Help implement the district’s 3–5 year comprehensive maintenance plan alongside the Superintendent and Business Administrator.
• Submit vouchers and reimbursement requests for the food services program, ensuring compliance with laws and regulations.

Record Keeping & Reporting

• Assist in developing and updating operational business policies for the district.
• Maintain board records/papers and handle requests for public record inspections.
• Log general correspondence and draft responses to routine inquiries.
• Represent the district at assigned meetings/trainings and record required action items.
• Assist in preparing and verifying the annual list of school officials required to file Financial and Personal/Relative Disclosure Statements (due February 1), ensuring completeness, accurate signatures, and timely submission to the executive county superintendent.

Board Responsibilities & Communications

• Attend district school board meetings as assigned to support Board Secretary duties.
• Utilize BoardDocs to assist in preparing, organizing, and distributing board meeting packets, official meeting minutes, agendas, monthly financial reports, and board correspondence.
• Maintain and update designated sections of the district website to ensure public access to current business office communications, board documents, notices, and financial reports.
• Track and compile lists of any school officials or newly elected/appointed personnel who fail to file required disclosures under the law.

Technical Skills & Software Systems

• Maintain high computer proficiency across daily operations, with strong hands-on experience using Google Workspace (Docs, Sheets, Slides, Drive, Gmail) for documentation and communication.
• Utilize Genesis Educational Services software to manage and maintain district data, financial records, and administrative reporting tasks efficiently.
• Basic web content management skills to routinely upload, edit, and maintain official district website content.

Other Duties

• Perform additional business administration duties as assigned by the School Business Administrator / Board Secretary.