Assistant Clerk/Business Manager

Assistant Clerk/Business Manager Job Description

REPORTS TO: Clerk/Business Manager, Evaluated by Superintendent

RESPONSIBILITIES:

The Assistant Clerk is considered to be an employee of the Board of Trustees rather than a public officer and is directly responsible to the Board of Trustees. The Assistant Clerk supports the Clerk's work in executing the duties outlined in this job description. 

DUTIES:

1. The Clerk of the District shall attend all meetings of the Trustees and keep an accurate and permanent record of the proceedings of each meeting.  (MCA 20-3-325)

1. If the Clerk is not present at a meeting, the Trustees shall have one of its members or a district employee act as Clerk for such meeting, and such person shall supply the Clerk with a certified copy of the proceedings. (MCA 20-3-325)

1. The Clerk of the District shall be the custodian of all documents, records, and reports of the District. (MCA 20-3-325)

1. Unless the Trustees provide otherwise, the Clerk shall:

• Keep an accurate and detailed accounting record of all receipts and expenditures of the district in accordance with the financial administration provisions of Title 20-3-325, and
• Prepare the annual trustees’ financial report; to report annually to the County Superintendent as required, the financial activities of each fund maintained by the district during the last completed school fiscal year on the forms prescribed and furnished by the State Superintendent of Public Instruction. (MCA 20-3-325

Business Manager

The Business Manager is the Financial Officer of the District.  This includes responsibility in areas of accountability for Double Entry Generally Accepted Accounting Principles (GAAP).

The Business Manager is directly responsible to the Superintendent/Board of Trustees, and is responsible to accomplish the fulfillment of the duties set forth below.  The Business Manager is responsible for advising the District Superintendent in the function and maintenance of the District’s Business affairs.

DUTIES

1. The Business Manager is responsible for the financial accounting of the general operation of the district, including buildings and grounds, special services, transportation, school food service, data processing, federal programs, purchasing, collective bargaining, adult education, cost analysis, labor relations, building projects, inventory control, and bonding requirements.

1. The Business Manager is responsible for being knowledgeable of current employment laws, rules and regulations as set forth by State and Federal standards.

1. The Business Manager is responsible for being knowledgeable of current requirements of the Office of Public Instruction and the County School Superintendent’s Office.

1. The Business Manager is responsible for keeping the Board of Trustees informed as to the status of the business affairs of the district.

1. The Business Manager is responsible for maintaining records of fixed assets of the district as set forth by the Board of Trustees.

1. The Business Manager is responsible for assisting with site and/or building acquisition and sales and disposal of property, administering rentals, leases, assessments and taxes according to state laws.

1. The Business Manager is responsible for the custody of permanent financial records and other legal papers.

1. The Business Manager is responsible for assisting the Superintendent with the budget development process with the needs of the district as determined by the Board of Trustees.  This includes long term fiscal planning, receipt estimation, budget control, and fiscal relations with other governmental agencies.

1. The Business Manager is responsible for administering existing school budgets according to state law and school district policy.

1. The Business Manager is responsible to execute all functions of the district’s business operations and administration within the legal framework of all applicable legal statutes and requirements of the State of Montana and the Board of Trustees.

1. The Business Manager shall contribute to the board meeting agenda for regular and special board meetings, meet as needed with Board Committees, advise the Superintendent and Board of Trustees in all matters that will ascertain that the District and its agents act in accordance with contracts entered into by the District, and assist the Superintendent to keep the Board of Trustees informed of all state and federal regulations under which the District is legally bound.

1.  The Business Manager shall maintain strict accounting for the:
   

   (1)  General Fund

   (2)  Reserve/Endowment and Trust Funds

   (3)  Building Funds

   (4)  Internal Accounts (Food Services, Traffic Ed)

   (5)  Student Activity Funds

   (6)  Voucher and Payroll Processing (Payroll and Claims Clearing)

   (7)  Compensated Absences Fund

   (8)  Special Funds (Flexibility, Technology)

   (9)  Cost Accounting

   (10) Transportation and Bus Depreciation Funds

   (11) Retirement Fund

   (12) Tuition Fund

   (13) Adult Education Fund

   (14) Miscellaneous Federal Program Funds
   
   Manage the debt service and capital funds in terms of:
   

   (1)  Long and short-term financing

   (2)  Maturities and debt payments

   (3)  Long-range capital programs

   (4)  Investments

   (5)  Reporting

   (6)  Debt service payment procedures

   (7)  Local bonding credit data-bond prospectus

   (8)  Short-term debt management
   
   Establish pre-audit and post-audit procedures
   
   In matters of personnel management, aide the Superintendent and Board of Trustees regarding:
   

   (1)  Hiring laws and regulations

   (2)  Sick leave, vacation leave, personal leave, bereavement leave, maternity leave, association leave, school related leave, civic duty leave, legislative leave, extended leave, sabbatical leave, and leaves of absence.

   (3)  Insurance coverages provided
   
   Assist with insurance matters in respect to:
   

   (1)  District Insuring policies and specifications

   (2)  Insurable values-buildings and contents

   (3)  Coverages to be provided

   (4)  Claims and reporting

   (5)  Insurance procurement procedures

   (6)  Insurance and claims records
   
   Provide a continuous program of cost analysis
   
   Make arrangements for legal advertising
   
   

   Provide statistics, reports and research pertaining to the business operations as requested by the Board of Trustees
   
   Cooperate in state and national surveys
   
   Be encouraged to participate in professional business organizations.
   
   

2. Perform other such duties as may be required by the Superintendent or Board of Trustees

3. The Business Manager shall act as the Election Administrator for all District elections, including the annual trustee election, levy elections, bond elections, building elections and other special elections

4. Must be able to maintain confidentiality
   

DESIRED MINIMUM QUALIFICATIONS - CLERK:

Clerk-One year experience in typing and general clerical work; high school diploma or equivalent; or any combination of training and/or experience that could likely provide the desired knowledge and abilities.  

Basic arithmetic, filing, and record-keeping procedures.  Ability to compile complete and accurate minutes.

Proficiently operate standard office equipment, including copier, computer terminal, word processor, etc.  

Communicate effectively with students, public and staff.

Compile and maintain accurate and complete records and reports in a timely manner.

Understand and carry out oral and written instructions.

Maintain cooperative working relationships with those contacted in the course of work.

Ability to handle stressful situations.

Ability to maintain confidentiality of employment and student matters.

Ability to effectively manage time and responsibilities.

DESIRED MINIMUM QUALIFICATIONS – BUSINESS MANAGER:

Hold a Bachelor’s degree with a major in accounting, economics, or finance or related field.

Five or more years of progressively responsible leadership experience in and/or familiarity with school finance.

Knowledge of finance and budgeting principles.

Strong leadership and communication skills.

Able to establish and maintain effective working relationships with students, staff and the community.

Able to express himself/herself clearly and concisely in both oral and written communications.

Able to perform duties with an awareness of all District requirements and Board policies.

EQUIPMENT USED:

Computer, calculator, copier, telephone/voice mail, fax machine.

WORK ENVIRONMENT:

While performing the duties of this job, the employee regularly works around others, works with the public and works inside.  The employee must be able to meet deadlines with severe time constraints.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand; talk or hear; twist at neck and waist; kneel.  Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.  The employee is required to be able to hear conversations in quiet environments.  The employee is occasionally required to use hands/fingers, handle or feel objects, tools, or controls; reach with hands and arms.  May be required to lift or move up to 20 pounds.

MENTAL/MOTOR DEMANDS:

While performing the duties of this job, the employee often performs routine work.  The employee frequently exercises flexibility (ability to shift from one task to another).  Guidance and reinforcement are usually available.  The employee frequently works within time constraints and maintains attentiveness intensity.  The employee is frequently involved in social interactions which require oral and written communications.  Memory, reasoning, and exercising judgment are constantly used/required on the job.  Mathematics, estimating, and problem solving are frequently used/required on the job.

The physical demands, work-environment characteristics, and mental/motor demands described within this job description 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.

For those classified employees employed under a written contract for a specified term, nothing contained in this job description shall create a property right beyond the specified duration of the employment contract.