School Business Admin/Board Secretary

• Possess a NJ School Business Administrator Certificate.
•  Accounting background with business and public school administration experience.
•  Knowledge of school law and financial planning.
•  Working knowledge of Governmental (GAAP) Accounting principles.
•  Knowledge of Cooperative Purchasing Programs.

• The School Business Administrator shall report to the Superintendent of Schools.
• The School Business Administrator shall also serve as the Secretary to the Board of Education and shall report and be responsible directly to the Superintendent of Schools, in conjunction with his/her duties as Board Secretary. She/he shall carry out all the legal duties as defined in Title 1BA for Board Secretaries in the absence of the Board Secretary.

• The School Business Administrator/ Board Secretary is responsible for directing the overall business management of the Commission and the Cooperative Purchasing Program, as well as the maintenance of the entire physical plant. The chief objectives of the business division are to promote, develop, and support the educational program, and the cooperative purchasing program of the Commission in accordance with state statutes, Board of Directors’ policies, and administrative directives of the Superintendent. The School Business Administrator/ Board Secretary reports to the Superintendent.

• Responsible for planning, preparation, control, billing and administration of the Commission’s annual budgets.
• Serve as Secretary of the Board of Directors.
• Administration of comprehensive accounting system which will classify the financial activities of all the commission’s cost centers in accordance with the annual budget.
• Responsibility for ensuring the completion of the yearly audit per state requirements.
• Develops and supervises an efficient staff to handle the business affairs of the district.
• Prescribes the systems, procedures and forms for all financial accounting. Responsible for the timely investment programs for the Commission.
• Preparation of bids, specifications, advertising contracts, and other supplemental documents for the purchase of equipment and/or supplies.
• Implementation, development of specifications, contracts, delivery, billing and supervision of cooperative purchasing and transportation programs.
• Preparations of requisitions, purchase orders, and other documents by which the Commission incurs financial obligations and to ascertain that monies have been budgeted to meet such obligations.
• Auditing of all accounts, records, ledgers, etc., of financial transactions which are maintained by the Commission.
• Supervision of the preparation of monthly reports of all receipts and expenditures of the Commission for submission to the Board of Directors.
• Prepares and distributes all salary checks or other payments to Commission personnel and distributes approved payables in a timely fashion.
• Provide an ongoing budget(s) analysis and studies to assure control of expenditures under the approved annual budgets. Determine the necessity for transfer of funds and forward recommendations to the Superintendent.
• Supervise all contractually required building maintenance on buildings, facilities and motorized units.
• Participates in the selection, training and supervision of maintenance and custodial staffs.
• Responsible for planning and preparation of all facilities applications to the appropriate local, state and federal agencies. Work with other administrators, architects, attorneys and financial advisors in planning construction, contracting and financing.
• Maintain an up-to-date inventory of all Commission property.
• Manage the Commission’s insurance program.
• Maintain and update the Educational Services Commission of New Jersey school board policy governance manual. Develop required policies in conjunction with the Superintendent for Board Review and acceptance.Manage all areas of the Cooperative Purchasing Program, including:
  • Requests for Proposal.
  • Bid preparation, review and awards.
  • Documentation of all policy and protocol required in the legal and proper function of a cooperative purchasing program.
  • Hire qualified staff for purchasing, bid-preparation, accounts-receivable and payable for the proper and smooth function of the cooperative.
• Prepare financial reports as required by State and Federal agencies having jurisdiction over public funds and/or grants.
• Interpret the financial position of the Commission to the community at large.
• Be responsible for giving notices of all regular and special meetings and for recording the minutes of all proceedings of the Board
• Advise and supervise school personnel in the proper accounting of student activity funds
• Attend all Board of Directors meetings and prepare appropriate and required minutes and reports, etc, according to New Jersey statutes.
• Perform such other functions as may be required by the Superintendent or the Board.
  • Assist in supervising the business functions of the Transportation Department.
  • Assist in supervising the business functions of the Operations and Maintenance of the physical plant.
  • Assist in supervising the business functions of the School Food Service program.
  • Maintain inventory controls on all equipment and supplies.

• The School Business Administrator/Board Secretary shall also provide input into the evaluation process of:
  • Building and Grounds
  • Transportation
  • Food Service Operations
  • Treasurer of School Monies

• Performance in this job will be evaluated annually by the Superintendent of Schools in accordance with the provisions of the Board of Education.

To apply for this position with the Educational Services Commission of New Jersey please visit the Human Resources Tab at www.escnj.us and click the employment opportunities link.

 ESCNJ is an EOE/AA Employer