School Business Administrator/Board Secretary

Anticipated start date: November 1, 2026

Plumsted is a Prek - 12 School District with approximately 1,200 students.

TITLE: SCHOOL BUSINESS ADMINISTRATOR/BOARD SECRETARY

DEPARTMENT: Administration

REPORTS TO: Superintendent of Schools

QUALIFICATIONS:

1. School Business Administrator Certificate or certificate of eligibility
2. Experience in budget preparation and administration, and understanding of statutory and code requirements related to school budgeting.
3. Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code, and GAAP requirements.
4. Knowledge of statutory requirements and accepted practices in school districts related to insurance, purchasing, transportation, food services, school plant operations, and facility planning.
5. Demonstrated organizational, communication, and interpersonal skills.
6. Successful experience in human resources management and understanding of statutory requirements related to public employment and collective bargaining.
7. Required: Criminal and employment history background check and proof of U.S. citizenship or legal resident alien status.

SUPERVISES: Business Manager, the Buildings & Grounds Manager, Food Service Manager, Transportation Liaison, Payroll/Receptionist, Administrative Assistant to the School Business Administrator, Purchasing/Accounts Payable, Registration/Attendance/Transportation Assistant

PERFORMANCE RESPONSIBILITIES:

1. Assists the superintendent in the preparation of the annual school budget and is responsible for the administration of all phases of the budget throughout the year.
2. Serves as the official purchasing agent of the Board of Education and is responsible for establishing procedures for the acquisition of supplies and equipment for the district per the law and board policies.
3. Approves invoices for payment and prepares a list for ratification.
4. Disburse funds to vendors.
5. Oversees the Buildings and Grounds Manager's operations and maintenance of all school facilities, ensures that all local, state, and federal standards for the health and safety of students and staff are maintained and that required reports are kept on file.
6. Responsible for the district's contracted food services program; ensures the procedures are in accordance with law and regulations including the school lunch program.
7. Administers the district's insurance/risk management program and secures all necessary insurance certificates.
8. Responsible for the billing and collection of miscellaneous receipts.
9. Is responsible for the safe, efficient operation of the student transportation program by overseeing the Transportation liaison. Handles the business aspect of obtaining contracted transportation services.
10. Assists the Superintendent in the projection of facility needs and oversees all construction programs. Helps develop educational standards for sites, buildings, and equipment; prepares cost data; and cooperates with architects and construction supervisors during construction programs.
11. Acts as an agent of the board in site acquisition and sale and/or lease of property.
12. Responsible for the inventory of all district property.
13. Supervises bonding procedures, including resolutions from attorneys, referendum, and sale of temporary notes and bonds.
14. Maintains a bond register, prepares annual debt service budget, and disburses proceeds to holders of notes and bonds when due.
15. Oversees the preparation of the district payroll and ensures proper maintenance of records related to auditing requirements, tax laws, and employee benefits.
16. Responsible for implementing hospitalization, major medical, and other types of board-approved employee benefit plans.
17. Supervises the development of monthly and annual financial reports as required, and prepares reports for local, State, and Federal agencies as required or directed.
18. Supervises the annual audit.
19. Directs programs of in-service training to improve the skills of school business management personnel.
20. Is responsible for the investment of board funds per board policy.
21. Assist the Superintendent and the board in developing and updating policies for all aspects of the school business operation.
22. Performs other duties as prescribed by law and as may be directed by the Superintendent.
23. Collect tuition fees and other money dues to the board and transmit them to the custodian of school monies.
24. Examine and audit all accounts and demands against the board, present them to the Board of Education at its meetings, indicate the board's approval, and send them to the custodian for payment.
25. Keep accounts of the school district's financial transactions including a correct detailed account of all expenditures.
26. Report to the board at each regular meeting the amount of the total appropriations and cash receipts for each account, the number of warrants drawn against each account, and the number of orders or contractual obligations incurred and chargeable against each account.
27. File and maintain all contracts, records, and documents belonging to the Board of Education.
28. Set objectives for the district's public information program and plan an annual budget in consultation with the school administrators.
29. Give the board a detailed report of its financial transactions at the close of each fiscal year. Then file a copy with the county superintendent and make an annual report by August 1st to the commissioner.
30. Report to the commissioner annually by August 1st, the amount of unpaid school debt, the interest rate payable, the dates of issues, and due dates of bonds or other indebtedness.
31. Prepare a summary of the annual audit and recommendations before the meeting of the Board of Education to act thereon and make copies of the summary available to interested persons
     

1. The Board Secretary has important responsibilities in preparing for school elections, including but not limited to:
   1. Receives all petitions nominating candidates for board membership.
   2. Notifies the candidate when a defective nominating petition is filed and permits its amendment, except as to the number of signatures, before ballots are printed.
   3. Withdraws the name of any nominee who so requests.
   4. Conducts a drawing for the position of candidates on the ballot.
   5. Receive nominations of challengers and issue certificates of appointment to challengers.
   6. Give notices of all elections by posting public notices 10 days before the election and by newspaper notice.
   7. Performs any duties, not in conflict with those imposed upon any other office by law, necessary for the proper conduct of a school election. 

TERMS OF EMPLOYMENT: Twelve months. Contract terms and salary are to be determined by the Board of Education.

PHYSICAL DEMANDS OF THE POSITION:

Not relevant to this position: Climbing, lifting, caring, pushing, pulling, shoveling and reaching.

EVALUATION: The performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on the evaluation of certified staff.

REVISED: June, 1996; December, 1998; June, 1999; March 2004, August 14, 2024

Starting Salary: $150,000.00 - negotiable based off of experience and education.