What are the responsibilities and job description for the Anticipated Assistant Business Administrator position at Shippensburg Area School District?
Position Type :
Administration / Assistant Business Administrator
Date Posted : 2 / 19 / 2025
Location :
Operations Building QUALIFICATIONS
Bachelor's Degree in Business Administration, Accounting, Business Management, or equivalent educational experience / certifications.
At least four (4) years of experience in a business office environment in public education.
Must possess accounting and general business knowledge.
Excellent writing, communication, organization and interpersonal skills to deal effectively and confidentially with a diverse group of District staff and the public.
The ability to work independently to plan and carry out assignments with minimal supervision within the approved policies of the District
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
JOB GOAL
Under the general supervision of the Business Administrator, to assist in the implementation, administration, and management of all District's business operations. In coordination with the Business Administrator, assists with management of department objectives and ensures compliance with federal and state laws and district policies. ESSENTIAL FUNCTIONS
Prepare financial information according to the General Accounting Practices and the PA Department of Education (PDE) and prepare financial / statistical reports for state / local auditors and PDE. Prepare the District's state Annual Financial Report. Prepare documentation for the District's annual audit as requested by the Auditors.
Reconcile balance sheet for all general ledger accounts of all funds; maintain fund balances in various cash accounts and review with the Business Administrator.
Recommend timing of investment by maintaining existing cash flow documentation and developing future cash flow projections. Manage the relationship with the district's investment advisors.
Assist the Business Administrator with the preparation of the annual budget by gathering, compiling, and processing financial data. Assist in the analysis of data for the budget.
Prepares the Treasurer's Report, financial reports, and check approvals for the Board of School Directors.
Compile data and process end of month / year closings on all district accounts. Develop meaningful site based monthly financial reporting for district managers for budget review and analysis. Manage process so the Business Administrator can conduct monthly building reviews of the reports.
Balance and reconcile all district bank accounts, including checking accounts and investment accounts and make necessary entries and adjustments.
Create and process all journal entries processed through the fund accounting system. Manage the chart of accounts and deleting accounts as necessary.
Maintain a record and deposit all monies for the General Fund, Capital Reserve Fund, and the Payroll Fund received by the district.
Maintain financial records for all State and Federal Grants.
Maintain records of all district's fixed assets, as required by PDE.
Maintain records of bond payments and file necessary paperwork for rental reimbursement.
Maintain balances and provide reports on construction projects in progress.
Prepare invoices and maintain accounts receivable records for the district, i.e. facilities usage, custodial fees, consortium fees, etc.
Provide assistance to the Business office staff or other staff members with budget or accounting questions.
Act as point of contact for Business office software related questions / updates.
Review district procurement processes to improve their efficiency. Investigating state contract purchasing, reviewing District bidding practices including electronic purchasing and other efficient forms of purchasing.
Assure that all essential operational functions of the Business office are cross trained. Provide training to new office staff when necessary.
Implement digital storage and management of documents.
Assist in establishment, then monitoring of a financial responsibility system with District support groups.
Monthly reconciliation of cafeteria accounts.
Serves as main Financial Contact for the Greyhound Foundation.
Monthly reconciliation of procurement card accounts and creation of proper journal entries to post to general ledger.
Perform other duties as assigned by the Business Administrator.
COMPETENCIES
Accounting / Financial Management
Organization
Written / Oral Communication
Detail Oriented
Personal Effectiveness / Credibility
Thoroughness
Time Management
TERMS OF EMPLOYMENT
260 Day Contracted Position
Compensation as per the District's Act 93 Administrative Compensation Plan
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