Home - Montana Association of School Business Officials
BUSINESS MANAGER/DISTRICT CLERKJOB DESCRIPTIONPurpose: The Business Manager/District Clerk provides care and custody of all records and documents of the Board to ensure efficient, lawful operation of the school district. To accomplish these tasks, theBusiness Manager must work closely with the administration and Board. Job goals are to assure the smooth and efficient operation of the District Business Office so that the office’s maximum positive impact on the education of children can be realized.Responsible To: Board of TrusteesAs provided in 20-3-321, the Trustees shall employ and appoint a Business Manager/Clerk of theDistrict. The Business Manager/Clerk of the District shall attend all meetings of the Trustees tokeep an accurate and permanent record of all the proceedings of each meeting. If the BusinessManager/District Clerk is not present at a meeting, the Trustees shall have one of their membersor a District employee act as Clerk for the meeting and such person shall supply the Clerk with acertified copy of the proceedings. The Business Manager/Clerk of the District also shall be thecustodian of all documents, records, and reports of the Trustees including responsibility for allfinancial transactions of the DistrictPayment Rate: Set by the Board of TrusteesQualifications:Bachelor’s degree in a related field preferred.At least three years accounting/bookkeeping/payroll experience required.A working knowledge of current accounting software.Strong oral and written communication skills, good public relations skills, and the ability to work well with others is required.Essential Functions:Serves as Chief Fiscal Officer of the District.Maintains financial records to ensure efficient operation of the school district in accordance with the financial administration provisions of the State of Montana.Provide care and custody of the records, books, and documents of the Board of Educationto ensure efficient and lawful operation of the school district.Ensure that activities conform to District policy and procedures.Develop and administer the annual budget to ensure efficient operation of the District.Operate office machines and equipment effectively.Demonstrate ability to change productively and handle other tasks as assigned.Represents the Board of Trustees in the daily operations of the District and provides updates when requested by any member of the Board. Support the philosophy and mission of the Trout Creek School.Physical Requirements/Environmental Conditions:Requires prolonged sitting or standing.Must be able to work in noisy and crowded environments.Business Manager Duties:Completes/maintains all financial procedures and records of all funds as requiredby law. Generates all financial reports and statements upon request.Assists in the development of the budget; submits approved annual budget to theCounty Superintendent/Office of Public Instruction as required by law.Creates and applies fiscal internal controls and procedures.Prepares the Annual Trustee Summary and submits to the County Superintendent/Office of Public Instruction as required by law.Board Clerk Duties:Attends and takes minutes for all meetings of the Board of Trustees, unless excusedby the Chairperson, and informs the Superintendent and/or Board of Trustees of the business operations of the District.Prepares, together with the Superintendent and the Chair of the Board, an agenda setting forth all known items of business to be considered at the monthly BoardMeeting. Also prepares Board packets for the meetings.Acts as custodian of all records and documents of the District, including, but notlimited to, personnel files, job applicant files, policy manual, financial records, property records and meeting minutes.Prepares all school notices including, but not limited to, legal notices, job postings, election notices, school board meeting notices and all other notices concerningdistrict business.Serves as election administrator for the Board of Trustees.Payroll DutiesPayroll processing for all District employees. Review Payroll expenditure worksheet prior to final payroll processing.Prepares W-2’s and year end state/federal financial reports, including those requiredby the ACA and OPI TEAMS.Transfers and maintains funds in county payroll clearing fund.Prepares payroll reports as required-including ACA.Prepare employment contracts for signature.Accounts Receivable/Payable DutiesKeeps an accurate and detailed accounting record of all receipts and disbursementsof district funds in accordance with district approved accounting procedures.Deposit all monies and report all monies deposited to the Board.Fund Balances, Cash and Expenditures DutiesSupervises direct appropriations of budgeted funds and administers existingbudgets according to state law and district policy.Supervises and directs the financial reporting control of investments of allavailable district funds to ensure maximum benefit for the district.Develops proposed school system budgets in cooperation with the Superintendent.Conducts long-term fiscal planning, receipt estimation, budget control and fiscalrelations with other governmental units.Prepares all state reports and claims as required by law and/or requested by theSuperintendent or Board of Trustees.6.. Maintains strict accounting for all the funds operated by the district.School Food Services 1. Maintain all accounting records for the lunch program, including free and reduced lunch application approvals. 2. Prepare monthly financial reports for the Office of Public Instruction.Student Activity AccountsMaintain current reconciliation of Student accounts Responsible for deposits and payments from all student fund accountsProvide periodic reconciliation reports to the Board. Please send resume, three letters of?recommendation and letter of qualification. Salary DOE. Posting closes 11/30/2020Application can be found on the Trout Creek School website: ) ................
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