BUSINESS MANAGER/DISTRICT CLERK
JOB DESCRIPTION
Purpose:
The Business Manager/District Clerk provides care and custody of all
records and documents of the Board to ensure efficient, lawful
operation of the school district. To accomplish these tasks, the
Business Manager must work closely with the administration and
Board. Job goals are to assure the smooth and efficient operation of the
Business Office so that the office’s maximum positive impact on the
education of children can be realized.
Responsible
To:
Superintendent; Board of Trustees
As provided in 20-3-321, the Trustees shall employ and appoint a Business Manager/Clerk of the
District. The Business Manager/Clerk of the District shall attend all meetings of the Trustees to
keep an accurate and permanent record of all the proceedings of each meeting. If the Business
Manager/District Clerk is not present at a meeting, the Trustees shall have one of their members
or a District employee act as Clerk for the meeting and such person shall supply the Clerk with a
certified copy of the proceedings. The Business Manager/Clerk of the District also shall be the
custodian of all documents, records, and reports of the Trustees including responsibility for all
financial transactions of the District. (Refer to Board Policy 1230)
Payment Rate:
Set by the Board of Trustees
Qualifications:
1.
Bachelor’s degree in a related field preferred.
2.
At least three years accounting/bookkeeping/payroll experience required.
3.
A working knowledge of current accounting software.
4.
Strong oral and written communication skills, good public relations skills and the
ability to work well with others is required.
Essential Functions:
1.
Serves as Chief Fiscal Officer of the District.
2.Maintains financial records to ensure efficient operation of the school district in
accordance with the financial administration provisions of the State of Montana.
2.Provide care and custody of the records, books and documents of the Board of Education
to ensure efficient and lawful operation of the school district.
2.Ensure that activities conform to District policy and procedures.
3.Develop and administer the annual budget to ensure efficient operation of the District.
4.Operate office machines and equipment effectively.
5.Demonstrate ability to change productively and handle other tasks as assigned.
6.Support the philosophy and mission of Big Sky School District #72.
Physical Requirements/Environmental Conditions:
1.
Requires prolonged sitting or standing.
2.
Must be able to work in noisy and crowded environments.
Business Manager Duties:
1.
Completes/maintains all financial procedures and records of all funds as required
by law. Generates all financial reports and statements upon request.
2.
Assists in the development of the budget; submits approved annual budget to the
County Superintendent/Office of Public Instruction as required by law.
3.
Creates and applies fiscal internal controls and procedures.
4.
Prepares the Annual Trustee Summary and submits to the County Superintendent/
Office of Public Instruction as required by law.
Board Clerk Duties:
1.
Attends and takes minutes for all meetings of the Board of Trustees, unless excused
by the Chairperson, and informs the Superintendent and/or Board of Trustees of the
business operations of the District.
2.
Prepares, together with the Superintendent and the Chair of the Board, an agenda
setting forth all known items of business to be considered at the monthly Board
Meeting. Also prepares Board packets for the meetings.
3.
Acts as custodian of all records and documents of the District, including, but not
limited to, personnel files, job applicant files, policy manual, financial records,
property records and meeting minutes.
4.
Prepares all school notices including, but not limited to, legal notices, job postings,
election notices, school board meeting notices and all other notices concerning
district business.
5.
Serves as election administrator for the Board of Trustees.
Payroll Duties
1.
Payroll Backup to Assistant Business Manager/District Clerk.
2.
Review Payroll expenditure worksheet prior to final payroll processing.
3.
Prepares W-2’s and year end state/federal financial reports, including those required
by the ACA and OPI TEAMS.
4.
Transfers and maintains funds in county payroll clearing fund.
5.
Prepares payroll reports as required-including ACA.
6.
Prepare employment contracts for signature.
Accounts Receivable/Payable Duties
1.
Keeps an accurate and detailed accounting record of all receipts and disbursements
of district funds in accordance with district approved accounting procedures.
2.
Deposit all monies and report all monies deposited to the Board.
Fund Balances, Cash and Expenditures Duties
1.
Supervises direct appropriations of budgeted funds and administers existing
budgets according to state law and district policy.
2.
Supervises and directs the financial reporting control of investments of all
available district funds to ensure maximum benefit for the district.
3.
Develops proposed school system budgets in cooperation with the Superintendent.
4.
Conducts long-term fiscal planning, receipt estimation, budget control and fiscal
relations with other governmental units.
5.
Prepares all state reports and claims as required by law and/or requested by the
Superintendent or Board of Trustees.
6..
Maintains strict accounting for all the the funds operated by the district.
School Food Services
1.
Maintain all accounting records for the lunch program, including free and reduced
lunch application approvals.
2.
Prepare monthly financial reports for the Office of Public Instruction.
Student Activity Accounts
1.
Maintain strict accounting to provide for the smooth operation of all Student
Activities.
Supervision
1.
Office Administrators - Train Office Administrators on computer operation for
accounting purposes and any other duties to maintain compliance with rules and
regulations.