Job Title: Business Manager

Exemption Status/Test: Exempt
or Administrative

Reports to: Superintendent

Dept. /School: Central Office

Date Revised: July 2023

Primary Purpose:

Direct and manage the business operations of the district including accounting, payroll, purchasing, and tax collection. Monitor the management and investment of all district funds. Serve as the financial and budget advisor to the superintendent.

Qualifications:

Education/Certification:

Bachelor’s degree in a business-related field or educational administration

Special Knowledge/Skills:

Knowledge of budgeting, accounting systems, and payroll processing

Working knowledge of financial applications and accounting

Ability to use software to develop spreadsheets and perform data analysis

Ability to implement policy and procedures

Ability to interpret data

Ability to manage budget and personnel

Strong organizational, communication, public relations, and interpersonal skills

Experience:

Five years’ experience in school business management or public organization

Major Responsibilities and Duties:

Fiscal Management

• Keep the superintendent informed on the business affairs of the district.
• Ensure preparation and integrity of all district general accounting records.
• Assist in the preparation of the budget and development of long- and short-range objectives for the business operations of the district.
• Ensure that accounting systems comply with applicable laws and regulations including Texas Education Agency Financial Accounting Manual.
• Administer the district’s budget and ensure that operations are cost-effective and funds are managed wisely. Prepare all budget adjustments, additions, and deletions.
• Assist the district’s independent and internal auditors in conducting periodic audits.
• Evaluate accounting procedures, systems, and controls in all district departments and recommend improvements in their design, implementation, and maintenance.
• Determine cash available for investment and payment of bills based on daily analysis of cash flow.
• Ensure that all financial obligations of the school district (accounts payable, notes payable, bonded indebtedness, and payroll) are met on a timely basis.
• Oversee monthly bank reconciliations for all accounts. Review reconciliations of vendor and payroll clearing accounts.
• Maintain district investment portfolio and coordinate the investment of all available funds to the best interest of the school district and ensure that these funds are adequately protected against loss at all times.
• Review and approve all purchase orders and check requests and maintain control of budget by verifying availability of funds.
• Work with district personnel to project student enrollments, staffing needs, building and facility needs, energy needs, capital equipment needs, and other cost items for district and individual school improvement.
• Plan and conduct needs assessments for improvement of district business operations. Ensure that business operations support the district’s goals and objectives and provide leadership to achieve cost-effective practices throughout the district.
• Ensure that business operations support the district’s goals and objectives.
• Assist with administration of the business office budget and ensure that programs are cost effective and funds are managed prudently.
• Act as financial advisor to the superintendent and board of trustees and keep them informed of the financial condition of the district.

Risk Management

• Implement policies established by federal and state law, State Board of Education rule, and local board policy in area of business operations.
• Compile, maintain, and file all physical and computerized reports, records, and other documents required.
• Follow district safety protocols and emergency procedures.
• Direct workers’ compensation, unemployment, and employee insurance plan; make sound recommendations for selection of insurance brokers and carriers.
• Review and respond to all unemployment claims.
• Coordinate employee safety programs.

Policy, Reports, and Law

• Implement policies established by federal and state law, State Board of Education rule, and local board policy in area of business operations.
• Compile, maintain, and file all physical and computerized reports, records, and other documents required. Evaluate monthly financial statements and related budget reports.
• Prepare and publish comprehensive annual financial report in compliance with Governmental Accounting Standards Board (GASB).
• Prepare quarterly and final reports for all federal funds.

Purchasing and Inventory

• Maintain accurate and current inventory records of the district’s fixed and movable assets and oversee maintenance of a timely replacement cost-asset listing for insurance purposes. Organize and conduct sales to dispose of surplus and salvage equipment.
• Oversee the preparation of bids and bid specifications. Receive and analyze bid proposals and prepare written recommendations.

Personnel Management

• Prepare, review, and revise business department job descriptions.
• Develop training options and/or improvement plans to ensure exemplary business operations.
• Select, train, evaluate, and supervise staff and make recommendations relative to assignment, retention, discipline, and dismissal.

Community Relations

• Demonstrate awareness of district and community needs and initiate activities to meet those needs.

Other

• Attend board meetings.
• Prepare correspondence using personal computer or typewriter.
• Maintain confidentiality of information.
• Perform other duties as assigned by Superintendent.

Supervisory Responsibilities:

Supervise, evaluate, and recommend the hiring and firing of the risk manager, accounting supervisor, purchasing supervisor, payroll supervisor, and tax collector.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district wide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.