Assistant Superintendent for Administrative Services

Madison Elementary School District 

Position Title:  Assistant Superintendent for Administrative Services

Length of Work Yr: 12 months

Salary Range: Administrative Salary Placement, based on experience

Department: Administrative Services

Reports To: Superintendent 

Updated By: Human Resources

Date: 2/25/2025

Summary:

The Assistant Superintendent of  Administrative Services is responsible for overseeing the financial, operational, and administrative functions of the district. This position ensures fiscal accountability, operational efficiency, and compliance with all federal, state, and local regulations. The role requires strategic leadership to support the district’s mission and educational goals.   The Assistant Superintendent contributes as a key member of the Superintendent’s Cabinet and leads the Budget Advisory Committee. 

SUPERVISORY RESPONSIBILITIES:

Supervises Budget and Finance, Procurement, Food Service, Pupil Transportation and Physical Plant Services, Construction, Information Technology, Madison Center for the Arts and Foundation

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Other duties as assigned.

• Provide leadership in the planning, implementation, and management of the district’s financial operations, including budgeting, accounting, payroll, purchasing, and auditing.
• Develop and administer the district’s annual budget, ensuring alignment with educational objectives and financial stability.
• Monitor and ensure compliance with federal, state, and local financial regulations, including reporting requirements.
• Oversee business services departments, including facilities management, transportation, nutrition services, and risk management.
• Collaborate with the Superintendent and Governing Board on financial planning, forecasting, and policy development.
• Analyze financial data and provide recommendations for cost-effective operations and resource allocation.
• Lead negotiations and oversee contracts related to business and financial matters.
• Direct and supervise staff within the Business Services division, providing guidance, training, and performance evaluations.
• Prepare and present financial reports to stakeholders, including the Governing Board, community groups, and regulatory agencies.
• Responsible for Bond and Override elections.
• Manages the investment of the District fund in a prudent manner that ensures maximum returns.
• Develops a plan for the continuous internal audit of fiscal records to assure: regularity and accuracy of fiscal records, pre-audits to prevent unauthorized or illegal expenditures, and regular reports of fiscal effectiveness to the Superintendent and the Governing Board.
• In conjunction with the Superintendent, develops and recommends agenda items for Governing Board consideration.
• Assumes responsibility for the development of a comprehensive plan for construction and modernization of the District facilities.
• Works with architects to ensure that initial plans are properly translated into final plans; with attorneys and financial advisors to effect suitable financing; and with contractors to provide satisfactory building facilities.
• Develops annually for the Governing Board approval, the District Revenue and Expense Budgets.
• Work with district leadership to ensure facilities planning and capital improvement projects align with strategic objectives.
• Serve as a key advisor on fiscal and operational matters, ensuring transparency and accountability in district financial practices.
• Responsible for the development and implementation of a comprehensive plan for operating the Pupil Transportation program and coordinates the appraisal of the Pupil Transportation program.
• Develops a comprehensive plan for the management of plant maintenance programs, ensures appropriate implementation of the plan and periodically evaluates the plan.
• Oversees the procurement of equipment and supplies and authorizes payment for those items.
• Assures all bidding and business affairs are conducted in a professional manner.
• Assures that the District has insurance programs which provide maximum coverage with minimal premiums.
• Responsible for providing, operating and maintaining facilities which will assure maximum educational utility as well as healthful, comfortable, safe environment for the District’s students and employees.
• Responsible for the development and implementation of a comprehensive plan for operating the District Food Service Program and to coordinate the appraisal of the Food Service Program.
• Performs other duties as assigned by the Superintendent.

QUALIFICATION REQUIREMENTS: 

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/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree in Business Administration, Finance, Educational Leadership, or a related field required.
• Master’s degree in Business or Educational Administration or related field, preferred.
• Minimum of five (5) years of experience in school business administration, finance, or a related field, with leadership experience, preferred.
• Arizona Business Manager Certificate, preferred.
• Administrative Certifications issued by Arizona State Department of Education Certification Department, preferred
• Knowledge of Arizona School finance, U.S.F.R. construction and fiscal and facilities planning and operations

KNOWLEDGE, SKILLS, and ABILITIES:

• Strong knowledge of school finance, budgeting, and accounting principles.
• Familiarity with federal, state, and local laws and regulations related to school business operations.
• Excellent leadership, communication, and organizational skills.
• Ability to analyze financial data and make strategic recommendations.
• Strong problem-solving skills and ability to manage multiple projects effectively.
• Proficiency in financial software and other relevant business management tools.
• Ability to collaborate effectively with diverse stakeholders, including district leadership, staff, and community members.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.  Ability to write simple correspondence in English.  Ability to write routine reports and correspondence in English.  Ability to write reports, business correspondence, and procedure manuals.  Ability to write speeches and articles for publication that conform to prescribed style and format.  Ability to speak effectively with other employees and/or students in English.  Ability to present information in one-on-one and small group situations to customers, clients, other employees and/or students in English.  Ability to speak and present effectively before vendors, administration and staff.  Ability to effectively present information and respond to questions from groups of administrators, managers,  employees, clients,  customers, and/or the general public.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to administrators, top management, public groups/community, and Governing Board. 

MATHEMATICAL SKILLS:

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  Ability to calculate figures and amounts such as discounts, interests,  commissions,  proportions,  percentages, area, circumference and volume.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.  Ability to apply concepts of basic algebra and geometry.  Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply financial concepts such as compound interest, time value of money, tax rates and discounts.  

REASONING ABILITY:

Ability to apply simple understanding to carry out detailed but basic written and/or oral instructions. Ability to deal with problems involving a variety of concrete variables in standardized situations.  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete.

OTHER SKILLS and ABILITIES:. Ability to work in a friendly manner and maintain effective working relationships with staff and the community.   Ability to perform duties with awareness of all district requirements and board policies.

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 stand, walk, sit, talk and hear.  Specific vision abilities required by this job include close vision.

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 information contained in this job description is not an exhaustive list of the duties performed for this position. 

Additional duties are performed by the individual(s) currently holding this position and additional duties may be assigned.

Salary : $128,119 - $153,485