School Business Official Secretary/Treasurer

Chariton Community School District

Job Description

Job Title: Business Manager, Board Secretary & Board Treasurer 

Reports to: Board of Education & Superintendent

FLSA Status: __X_ Exempt ___ Non-Exempt

Status: _X__ Full Time ___ Part Time

___ Hourly _X__ Salary

Date Revised: July 2018 

Basic Function:  

The board employs the School Business Official to maintain district financial records according to federal and state law, administrative rules, and board policy. To prepare and administer the district budget. To act in the position of Secretary of the board in all respects such as attending board meetings, recording board minutes, preparing information and reports, and meeting other requests made by the board.

Essential Performance Responsibilities: 

1. Prepare and submit financial reports and list of bills to the board and superintendent.
2. Be the custodian of all records of the district.
3. Prepare and submit other reports as requested by the board.
4. Prepares Secretary’s Annual Report for adoption at the Annual School Board of Education Meeting and files copies with governmental agencies as required by law.
5. Maintains and updates School Board of Education Policy Manual and other manuals relating to Board of Education Policy.
6. Prepare agendas and board information packets for board members. Distribute them to all board members.
7. Attend all board meetings, unless excused, and take minutes.
8. Publish all legal notices concerning district business, including board minutes.
9. Write and sign all warrants.
10. Deposit and record income for all funds.
11. Prepares and files Budget Certification with County Auditor by April 15 each year.
12. Prepares and publishes quarterly and yearly financial reports as required by law.
13. Ensure that all claims are approved and merchandise received; list for board approval; pay and distribute claims approved by the board.
14. Reconcile bank accounts monthly.
15. Develop and monitor all accounting procedures in the district to assure compliance with auditor standards.
16. Oversee the investment portfolio.
17. Keep accurate accounting of all school funds.
18. Maintain and oversee petty cash.
19. Maintain regular, on-going communication with district staff and the community.
20. Complete and submit the Certified Annual Report and certified budget documents.
21. Prepare for, and maintain, records of all district elections.
22. Prepare reports for the collective bargaining representatives as required or requested and appropriate.
23. In conjunction with other district staff, complete and submit the following reports:

1. Basic Education Data Survey
2. Annual Transportation Report
3. Non-Public Transportation
4. Special Education
5. Other federal reports including Drug-Free Schools, Perkins, Title I, Title VI, E-rate
6. Teacher Quality
7. ISCAP
8. Nutrition (monthly)
9. Preschool
10. Other reports, as needed

1. Prepare negotiation material and participate in negotiations as directed by superintendent.
2. Keep the superintendent informed of district needs and upcoming situations.
3. Cooperate with all district personnel and members of the community.
4. Follow all district policies.
5. Be a positive, contributing factor to an efficient and effective school district.
6. Develops and maintains an effective level of communication with appropriate personnel.
7. Maintains a continuing program of staff development and training to develop a competent workforce.
8. Performs such other duties as may from time to time be assigned by the Superintendent.

Specifications/Qualifications 

• Business Management or Office Administration Degree preferred.
• Iowa School Business Authorization or willingness to obtain
• Strong written and oral communication skills. 
• Contributes to creating a positive learning and work environment. 
• Demonstrates integrity and respects confidentiality.
• Arrives on time and works consistently until the end of his/her scheduled day.
• Takes advantage of professional growth opportunities related to his/her specific job
• Works independently and with confidence.
• Demonstrates ability to grasp and adjust to new and changing situations.
• Demonstrates initiative and ability to work without close supervision.
• Punctuality and attendance--regularly begins and ends tasks on time.
• Demonstrates positive interpersonal relationships and works cooperatively with everyone
• Promotes a positive image of the Chariton Community Schools.
• Respects differing points of view.
• Demonstrates an understanding and acceptance of diverse racial, ethnic, cultural, gender, special needs,

and religious groups.

• Uses discretion in handling confidential information and situations.

Physical Requirements

Physical requirements vary by individual job assignment but requires a minimum of the following physical requirements

Working Conditions

Includes extremes of temperatures and humidity.  Duties include time spent both indoor and outdoor.  Hazards include stairs, extreme weather conditions, and communicable diseases. 

Terms of Employment

Salary and work year established by the Board of Education. 

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluations.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.

Any employee not covered by a negotiated contract agreement is an “at-will” employee. Either the school district or the employee can terminate the employment relationship at will, with or without cause, so long as there is no violation of applicable federal or state law. The school district can define the number of days notice required of a terminating employee.