Interim Business Service Manager; District Office; 1.0 FTE; Temporary

Position: Interim Business Service Manager
Site: District Office
Hours/FTE: 1.0 FTE; 6 months; Temporary
Reports to: Superintendent
Start date: 2/3/2025
End Date: 6/30/2025

JOB SUMMARY
The Business Services Manager is responsible for managing and communicating the District’s financial status and vision. Under the Superintendent’s direction, performs activities essential to the development, preparation, analysis, and administration of the District budgets; oversees process in tracing and monitoring of budget revenue and expenditures, develops and implements budgetary control procedures; develops and reviews financial scenarios for advising the Board of Education, District staff and community groups regarding financial impacts of existing and proposed budgets. Manages all District financial functions and provides oversight of insurance and risk management functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without a reasonable accommodation.

• 1. Develops annual planning and budgeting calendar which includes prescribed format and dates upon which the Lead team submit program plans and budgets
• 2. Develop the annual budget; ensure the budget documents are submitted for public hearings, Board adoption, and forwarded to appropriate agencies in accordance with local, state and federal laws
• 3. Analyze, monitor, manage, and report on all accounting operations in relation to authorize budgets
• 4. Manage, prepare, and present monthly budget reports for District leadership, Superintendent, and School Board
• 5. Oversee the maintenance of the general revenue and appropriation ledgers and encumbrances
• 6. Prepare and assemble fiscal and statistical data, charts, graphs and reports for use in budgetary and program evaluations and hearings
• 7. Analyze and oversee analysis of local bond, federal and state funds; review and develop financial forecasts and estimate future outcomes; develop and coordinate funding recommendations, justifications, and alternatives for funding of agency programs to meet current and evolving needs
• 8. Conduct analytical studies and fiscal investigations of complex and sensitive financial or organization issues; oversee and prepare written and oral reports with recommendations for action
• 9. Provide analytical and technical support to all divisions of the District on budget issues
• 10. Maintain continuity between budget document and financial software
• 11. Oversight, preparation, administration and control of District budgets including general and special funds
• 12. Provide internal guidance to district leaders to maintain budgetary controls
• 13. Review internal audit documents and findings to ensure budget controls are implement in accordance with fiscal best practices, District policies and procedures and local, state, and federal law
• 14. Respond to questions from District personnel, auditors, and community partners regarding business service policies and procedures
• 15. Attend, participate, and represent the District tin lead team meetings, workshops, seminars and in-service related to public agency budgeting and government financial services
• 16. Administer a budget control system for the district including coordinating, processing and controlling the transfer of budgeted funds
• 17. Responsible for the receipt and expenditure of District funds
• 18. Work with the Board, community and bargaining committees to supply accurate and timely District financial data as needed or requested. Interprets the financial concerns of the district to the board and community
• 19. Calculate and forecast enrollment changes for the District
• 20. Coordinate and prepare the District’s fixed asset inventory
• 21. Manage the preparation of all applicable GASB reports
• 22. Prepare RFP’s, manage and maintain all contracts for all outside vendors, third party administrators, self-insurance programs and facility rental agreements
• 23. District audit officer. Work with auditors to schedule, prepare, and complete district annual year end audit and prepare documents. Coordinate, communicate with, and direct all departments on specific requirements, reports, and request to comply with audit requirements
• 24. Manage the cash flow analysis, investments, banking services and short-term borrowing for the District
• 25. Contract for financial underwriting service sand serve as the District representative in the sale of bonds and development of proposed bond debt service and tax levy rates
• 26. Serve as the Budget Office and Deputy Clerk for the District
• 27. Follows and maintains knowledge of all applicable District policies and procedures.

OTHER DUTIES AND RESPONSIBILITIES
This organization believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities. Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified. It is our expectation that every employee will offer their services wherever and whenever necessary to ensure the success of the District’s goals.

SUPERVISORY RESPONSIBILITIES
All school employees have some responsibility for supervising students and assisting in maintaining a safe environment. The Director of Business Services supervises all financial functions including accounts payable and receivables, payroll, and accounting.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Education and/or Experience: Bachelor’s degree in Finance, Accounting, Business, or related field. Professional certification as a governmental budget administrator. Experience in accounting procedures, fund accounting and budget; oversight of school or public/municipal financial managements systems; coordinating internal audit processes; Experience monitoring federal grants and/or special projects. Experience developing systems that improve work flow and insure report accuracy and regulation compliance.
• Interpersonal/Communication Skills: Works well with diverse populations of staff and community members. Strong communication skills including listening, collaboration and problem solving. Remains open to others’ ideas in sometimes stressful interactions and contributes to building a positive work environment.

• Computer Skills: Strong Microsoft Office Suite skills, especially Excel; Proficiency using Word, PowerPoint, Outlook, One Note, and SharePoint required. This position will also use a variety of school and web-based software and reporting systems including Infinite Visions.
• Certificates, Licenses, Registrations: Valid Oregon Driver’s License.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others including understanding and being understood. While much of the work will be completed in an office environment, the employee will need to move between buildings, visiting sites throughout the district. This position requires use of a variety of digital systems, software, and hardware. This position may require some travel outside the district.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually low to moderate, but occasionally high depending upon activities. The employee is occasionally exposed to wet or humid conditions and outdoor weather conditions. Employee may be exposed to blood-borne pathogens.

VALUES
The District is focused on eliminating systemic racism and its impact on student learning. ASD is committed to equal opportunity and nondiscrimination in all its educational and employment activities. The District prohibits discrimination based on race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity; pregnancy; marital status; familial status; economic status or source of income; mental or physical disability or perceived disability; or military service. Ashland Public Schools is an equal opportunity and affirmative action employer.

Ashland is a remarkable community, known throughout the country as the home of the Oregon Shakespeare Festival and set in the spectacular valley. Nestled between the Siskiyou and Cascade mountain ranges at the southern end of the Rogue Valley, Ashland is a great place to live with boundless outdoor recreation opportunities.

As a city centered on the performing arts and also serving a university, our students and staff benefit from a community that deeply values education. The Ashland Schools Foundation supports innovative classroom projects, and the Youth Academics and Activities Levy (YAAL) ensures students have equitable access to academic and recreational activities.

In Ashland, we strongly value work-life balance. Our competitive compensation package includes a generous self-insured health plan including coverage for holistic treatments like acupuncture and massage.