Associate Superintendent of Business Services

SHASTA UNION HIGH SCHOOL DISTRICT

Associate Superintendent of Business Services

Definition

Directly responsible to the District Superintendent.  Under administrative direction: leads, plans, organizes, directs, controls, and coordinates the Business Services Division.  The Business Services Division includes: fiscal services, nutrition services, transportation, maintenance and operations, facilities planning, construction, and risk management.  Serves as a member of the Superintendent’s cabinet, provides leadership, supervises, trains, and evaluates the performance of assigned personnel; and performs related work as required.

Essential Functions

1. Collaborates with staff in the development of a budget that is responsive to the District’s Local Control Accountability Plan (LCAP).
2. Assure that the District’s financial records are accurate and in compliance with county, state, and federal legal requirements and auditor guidelines.
3. Provide direction, supervision, systems development and monitoring of:

• The District’s budget, accounting, payroll, warehousing, purchasing, inventory control, and energy conservation functions
• The District’s student transportation system
• The District’s facilities, maintenance, custodial and grounds functions
• The data processing equipment and software systems affecting Business Services
• The District’s food service program

4. Coordinate, process, and control transfers of budgeted funds when requested by program Directors or Associate Superintendents.
5. In coordination with the Facilities Administrator, review and approve for payment bills submitted by building contractors, testing laboratories, consulting engineers, and surveying firms.
6. Confers with architects, contractors and others in connection with maintenance and safety program and facilities planning and construction.
7. Act as a District representative to the District Bond Oversight Committee providing necessary reports on facility development, budget and auditing.
8. Serve as a member of Principal’s Cabinet, District Management Team, District Negotiation Team.
9. Attend Board meetings and prepare such reports for the Board as the Superintendent may request.
10. Assigns and supervises personnel as necessary to maximize the allocations of staff skills and ensures the timely performance of tasks consistent with District standards and expectations.
11. Coordinate the annual budget priority process as requested by the Superintendent and/or the Board.
12. Implement capital improvement projects; establish schedules and prepare reports as appropriate.
13. Cause appropriate monitoring, investigating reporting about workmanship or materials in new construction projects not under the supervision of the Facilities Administrator.
14. Prepare analyses of program costs and methods of financing, including long-range financial projections.
15. Work with site administrators in the development of individual budgets, control of expenditures, and interrelated internal accounting controls with schools, school clubs, or other organizations involved in financial activities with the school district; take the lead in developing improvements in the financial management of the school system, including budget methods, format, and presentation.
16. Develop budget guidelines, coordinate preparation of the budget, and assist key administrators in review of the budget.
17. Arrange for audits of all accounts and records annually by an independent, certified public accountant selected by the Board.
18. Make a full and complete itemized report of the finances of the District to the Board, as required by law, throughout the year.
19. Supervise clerical aspects of all insurance matters, such as maintenance of policy registers, premiums, claims, and other aspects as necessary.
20. Arrange for and supervises preparation, publication, and distribution of budgets as approved by the Superintendent and the Board.
21. Prepare financial reports and cost studies (keeping time frame for deadlines on special reports) related to the school district budget or other financial affairs of the District. Prepare confidential reports for negotiations.
22. Assist in the execution of the enacted budget, including the recommendation of administrative controls where required or necessary.
23. Develop policies and administrative regulations in the area of responsibility.
24. Serve as the manager of the District’s risk management (insurance), safety, and security systems programs.
25. Responsible for compliance with federal, state, and District regulations in areas of responsibilities.
26. Interpret District policies and administrative regulation regarding administrative matters, including mitigation measures.
27. Assume responsibility for budget development; long-range financial planning; and the presentation of, justification for, and preparation of additional analysis required to understand the budget proposal for action by the Board.
28. Prepare analyses of budget request and program proposals.
29. Assume responsibility for the comprehensive overall planning and scheduling of the custodial, maintenance and repair, grounds keeping, and security requirements of the District.
30. Receive and maintain insurance policies secured by contractors, and verify appropriate coverage for public liability, property damage, fire, and worker’s compensation.
31. Determines student enrollment projections and estimated funding from local, state, and federal sources.
32. Maintain liaison with governmental agencies having jurisdiction over or providing services to school buildings.

Qualifications

1. Knowledge of:

Data processing hardware and software systems; budget development and control methods; methods of calculation of District revenue from local, state, and federal sources of income; audit systems and procedures; certificated and classified payroll systems; accounting systems and procedures; bid purchase systems and procedures; duplicating equipment and processes; transportation staffing, scheduling and routing systems and procedures; transportation equipment and repair; maintenance and repair of District facilities and equipment; health, life, liability and disability insurance programs; food service programs; facilities planning and construction; student enrollment projection methods; personnel systems and procedures for staffing; performance evaluation of department staff; familiarity with current computer software, technology, and technology infrastructure needs as they relate to operations.

1. Ability to:

      Write clear and concise letters and reports; make presentations in a clear manner; communicate effectively with subordinates, peers, members of the Cabinet, Superintendent, Board of Trustees, and the community; represent the District to the community in a professional manner; analyze complex situations and develop straightforward solutions that are easily understood; direct and evaluate assigned personnel in a fair professional and effective manner; establish and implement realistic goals and provide leadership and guidance to assigned personnel for the accomplishment of District goals.  Interpret and apply policies, rules, and regulations of the District to state and federal governmental agencies.

1. Training, Education and Experience

            Five years of responsible accounting, budget development and financial record management and reporting experience, including minimum of three years of effective experience in an educational organization management or supervisory capacity.  Demonstrate experience in the areas of budget development and control, payroll systems, accounting systems, purchasing procedures, warehouse inventory and control; good exposure to data processing systems, transportation systems, transportation systems, and food service programs; good grasp of facilities planning and construction programs; good understanding of certificated and classified practices.

            Possession of exemplary personal qualities and human relation skills essential to a highly visible leadership position; possession of a high degree of judgment, strategy, and diplomacy in dealing with a variety of people; have an entrepreneurial attitude; possess a high level of ethics, integrity and honor.

            Required: B.S. in Business Administration or related field;

Preferred: Masters Degree; CPA certification; Completion of a CBO Certification or CBO Mentor Training Program preferred.

Physical Demands

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will exert 10 to 25 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.

This type of work will involve sitting most of the time but will involve walking or standing for extended periods.

Perceiving the nature of sound, near and far vision, depth perception, providing oral information, the manual dexterity to operate business related equipment, and handling and working with various materials and objects are important aspects of this job.

Sufficient vision to read volumes of printed materials; sufficient hearing to conduct in person and telephone conversations; sufficient physical mobility to move about the District and drive a car; ability to speak in an understandable voice with sufficient volume to be heard in a normal conversational distance, on the telephone, and in addressing groups; physical, mental and emotional stamina to endure long hours under sometimes stressful conditions.

Other

Incumbents of positions in this class may be required to attend periodic evening meetings and/or travel within and out of the District boundaries to attend meetings.