Job Title:            Business Manager/Human Resource Officer        Exemption Status/Test:  Exempt

Reports to:         Superintendent                                                 

Dept./School:    Administration Office

Primary Purpose:

Direct and manage the business operations of the district including accounting, payroll, purchasing, time off reporting, and tax collection, human resources, etc. Work under minimum supervision to ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Support the strategic planning and implementation of human resources programs to include professional and auxiliary staffing, wage and salary administration, payroll preparation, leave administration, employee relations, and benefits.

Qualifications:

Education/Certification:

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

CTSBO certification

High School Diploma or GED required

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 Excellent public relations, organizational, communication and interpersonal skills

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, short correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Experience:

3 years experience in school business management or public organization

Major Responsibilities and Duties:

Fiscal Management

1. Assist in the preparation of the budget and development of long- and short-range objectives for the business operations of the district.
2. Ensure that accounting systems comply with applicable laws and regulations including Texas Education Agency Financial Accounting Manual.
3. Administer the district’s budget and ensure that operations are cost-effective and funds are managed wisely. Prepare all budget adjustments, additions, and deletions.
4. Assist the district’s independent auditors in conducting periodic audits.
5. Evaluate accounting procedures, systems, and controls in all district departments and recommend improvements in their design, implementation, and maintenance.
6. Determine cash available for investment and payment of bills based on daily analysis of cash flow.
7. Oversee monthly bank reconciliations for all accounts. Review reconciliations of vendor and payroll clearing accounts.
8. Work with district personnel to project student enrollments, staffing needs, building and facilities needs, energy needs, capital equipment needs, and other cost items for district and individual school improvement.
9. 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.
10. Assist with administration of the business office budget and ensure that programs are cost effective and funds are managed prudently.
11. Accounts Receivable management and execution in a timely manner.

Administrative Duties

12. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
13. Record minutes of staff and board meetings as required, create sign in sheets.
14. Prepare correspondence, memoranda, and reports for superintendent.
15. Comply with policies established by federal and state laws and regulations, and local board policy
16. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
17. Schedule appointments and maintain superintendent’s calendar.
18. Check and process all mail and packages incoming and outgoing.
19. All district administrative record keeping.

Human Resources

20. Ensure district compliance with federal and state laws and regulations.
21. Ensure that all teachers are highly qualified and have the appropriate credentials for assignments.
22. Maintain a system for new employees to acquire appropriate information, support, and training necessary for success on the job.
23. Update employee handbook and personnel directory annually and distribute to employees. Ensure procedures are followed to inform employees of personnel policies, procedures, and programs that affect them.
24. Support personnel records management and help ensure compliance with the state records management program.
25. Compile, maintain, and file all reports, records, and other documents as required.
26. Employee time off management and reporting.
27. Substitute time/pay reporting.
28. Substitute Teacher annual training
29. Management of fingerprinting and back ground checks
30. Develop training options and/or improvement plans to ensure exemplary business operations.

Compensation and Benefits

31. Oversee and manage the district’s compensation program including job descriptions, salary surveys, and position reclassifications.
32. Provide oversight of the district’s leave, health insurance, optional employee benefits, workers’ compensation, and unemployment compensation benefit programs including overseeing relationship with insurance vendors and third-party administrators.
33. Assist superintendent with administration of employee bene?t programs such as group health insurance, dental, life, and medical reimbursement.
34. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and A?ordable Care Act (ACA) including issuing certi?cates of coverage for all medical plans for all terminated employees and dependents.
35. Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms.
36. Maintain and distribute insurance forms and supplies to campuses and other district buildings.
37. Process all employee bene?ts enrollment and change forms within required time limits to meet payroll deadlines
38. Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
39. Counsel with employees concerning leave bene?ts and provide employees with accurate information related to absences such as deductions from pay, medical certi?cation requirements, return-to-work dates, and ?tness-for-duty requirements.
40. Work cooperatively with risk management to process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims.
41. Work with campus and departmental administrative sta? to process daily absence reports.
42. Maintain employee leave records, including con?dential medical information in accordance with federal and state laws and regulations and district policies and procedures
43. Receive and process accident reports and workers’ compensation claims. File all insurance forms and Texas Department of Insurance, Workers’ Compensation Division (DWC) reports including wage statements, ?rst report of injury, supplement report, and job information in a timely manner.
44. Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
45. Communicate with workers’ compensation insurance carrier, doctors, nurses, campuses, and health care providers to enable appropriate processing of claims.
46. Work closely with campus and department secretaries, supervisors, and administrators to facilitate reporting work-related illnesses and injuries.

Policy, Reports, and Law

47. Implement policies established by federal and state law, State Board of Education rule, and local board policy in area of business operations.
48. Compile, maintain, and file all physical and computerized reports, records, and other documents required.
49. Follow district safety protocols and emergency procedures.

Purchasing and Inventory

50. 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.
51. Oversee the preparation of bids and bid specifications. Receive and analyze bid proposals and prepare written recommendations.
52. Accounts Payable management and execution in a timely manner.

Other Duties

53. Maintain con?dentiality of information.
54. Ensure compliance with local, state and federal employment laws. Stay abreast of state and federal public policy changes that could impact the district.
55. Follow district safety protocols and emergency procedures.
56. Other duties as assigned.

Supervisory Responsibilities:

None

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 districtwide and statewide travel

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