What are the responsibilities and job description for the Assistant Director for Business Operations position at Community Unit School District 200?
Title: Assistant Director for Business Operations
DEFINITION: The Assistant Director for Business Operations position is a certified position within the Business Office that reports directly to the Director for Business Operations. The Assistant Director for Business Operations is expected to supervise the payroll and accounts payable staff in the Business Office and to willingly and agreeably work with all other school district personnel.
QUALIFICATION:
MAJOR POLICY RESPONSIBILITIES: The Assistant Director for Business Operations main responsibilities include: supervision, analysis and evaluation of the payroll and accounts payable staff and function; preparation and analysis of monthly budget and financial reporting; assistance with audit, budget and state reporting; development of cash flow module and placement of investments; assisting the Director for Business Operations and Assistant Superintendent for Business Operations as needed.
KEY FUNCTIONS
A. Payroll and Accounts Payable
Authority/Responsibility: Supervise the day to day operations as well as the long-term development of the payroll and accounts payable functions.
Representative Activities:
B. Financial Budget and Reporting
Authority/Responsibility: Assist the Director for Business Operations with the preparation and implementation of the fiscal affairs of the district.
Representative Activities:
C. Cash Flow and Investment
Authority/Responsibility: Monitor the district’s cash flow position and work with the Director for Business Operations to procure investments that maximize the district’s interest income.
Representative Activities:
D. Leadership/Management
Authority/Responsibility: Supervise and evaluation payroll and accounts payable staff and functions.
Representative Activities:
E. Relationship Development
Authority/Responsibility: Improve relationship with Assistant Director for Business Operations and Assistant Superintendent for Business Operations.
Representative Activities:
DEFINITION: The Assistant Director for Business Operations position is a certified position within the Business Office that reports directly to the Director for Business Operations. The Assistant Director for Business Operations is expected to supervise the payroll and accounts payable staff in the Business Office and to willingly and agreeably work with all other school district personnel.
QUALIFICATION:
- BS/BA in accounting, finance or relevant field
- Chief School Business Official (CSBO) endorsement; preferred
- Previous experience in a school accounting environment (Accounts Payable, Payroll, Purchasing, Student Activities, Cash Receipts, and State & Federal reporting).
- Proficient use of MS office and financial management software
- In-depth knowledge of district finance and account principles, laws and best practices
- Knowledge of accounting principles (GAAP), governmental auditing standards (GASB), and fund accounting in Illinois school districts.
- Knowledge of principles and practices of school business office management and procedures.
MAJOR POLICY RESPONSIBILITIES: The Assistant Director for Business Operations main responsibilities include: supervision, analysis and evaluation of the payroll and accounts payable staff and function; preparation and analysis of monthly budget and financial reporting; assistance with audit, budget and state reporting; development of cash flow module and placement of investments; assisting the Director for Business Operations and Assistant Superintendent for Business Operations as needed.
KEY FUNCTIONS
A. Payroll and Accounts Payable
Authority/Responsibility: Supervise the day to day operations as well as the long-term development of the payroll and accounts payable functions.
Representative Activities:
- Supervise the overall function and staff.
- Facilitate meetings between payroll staff and Human Resources department.
- Research any changes to federal or state laws governing payroll and accounts payable procedures.
- Set up, train and monitor staff on accounts payable system software: online PO entry and approval.
- Periodically, review processes and implement any changes required.
- Screen, interview and recommend candidates for employment and retention.
- Make recommendations for remediation and/or dismissal.
- Observe and evaluate personnel by contractual deadlines.
- Meet with Human Resources to determine staffing needs for all personnel.
- Submit all paper work as needed on personnel issues.
B. Financial Budget and Reporting
Authority/Responsibility: Assist the Director for Business Operations with the preparation and implementation of the fiscal affairs of the district.
Representative Activities:
- Assist the Director for Business Operations in preparing monthly financial reports with analysis for the Board of Education.
- Provide monthly financial reports to building principals and provide assistance when necessary to allow them to meet their financial needs.
- Assist the Assistant Superintendent for Business Operations with the annual budget process, which includes meeting with administrative staff for input on budget development.
C. Cash Flow and Investment
Authority/Responsibility: Monitor the district’s cash flow position and work with the Director for Business Operations to procure investments that maximize the district’s interest income.
Representative Activities:
- Assist the Director for Business Operations in maintaining a monthly cash flow analysis for each fund.
- Assist the Director for Business Operations with District investments that maximizes the district’s interest income potential.
- Assist the Director for Business Operations and Assistant Superintendent for Business Operations (Investment Officer).with creating monthly investment reports for Board of Education.
D. Leadership/Management
Authority/Responsibility: Supervise and evaluation payroll and accounts payable staff and functions.
Representative Activities:
- Maintain, review and update, when necessary, current office procedures and act as resource for all staff.
- Foster a positive relationship between business office personnel, other SSC departments and school staff by initiating strong communication and soliciting feedback.
- Continue to professionally develop by attending seminars and annual conferences and reading professional materials. Maintain affiliations with related organizations such as, IASBO, NTSAA and American Payroll Association.
- Promote staff development and empowerment at every level.
E. Relationship Development
Authority/Responsibility: Improve relationship with Assistant Director for Business Operations and Assistant Superintendent for Business Operations.
Representative Activities:
- Communicate effectively with the Assistant Director for Business Operations and the Assistant Superintendent for Business Operations.
- Establish and maintain mutual respect and trust.
