What are the responsibilities and job description for the Payroll/Fiscal Director (Business Manager) position at Coupeville School District?
POSITION TITLE: Payroll/Fiscal Director (Business Manager)
LOCATION: Coupeville School District
DATE POSTED: 12/09/2025
JOB NUMBER: 808
HOURS/DAYS: 8.0 / 260
SALARY (DOQ): $137,735- $171,404
Department: Coupeville School District
Supervisor: Superintendent
Association: Non-represented
General Description
The Business Manager- Payroll/Fiscal Director will need to have knowledge of Federal and State laws and regulations that govern school district accounting and business practices and oversee all financial procedures and operations of the school district. This position is responsible for the efficiency and accuracy of the fiscal operations for the district. The Business Manager oversees the District’s accounting operations, budget preparation and adoption, district bank accounts, financial and personnel reporting, and annual district audit.
Basic Terms Of Employment
This is a full-time (1.000 FTE) exempt position, 260 day contract, 8.0 hours/day, including twelve paid holidays, plus benefits.
Pay Range $137,735 - $171,404 (Yearly Salary)
Essential Functions
- School district's business and financial operations
- Develop the District’s revenue forecast (F-203), annual budget (F-195), and four-year budget (F-195F), and input into the WSIPC system.
Prepare the District’s year-end financial statements (F-196) and corresponding notes to the Financial Statements and Schedule of Expenditures from Federal Awards (SEFA). - Preparing and updating state S-275 report and preparing personnel budget.
- Establish, supervise, and maintain all revenue, expenditures, payroll, purchasing, internal control, and other financial procedures and operations of the school district including proper disbursement of funds and maintenance of records thereof consistent with state and federal requirements, district policy, and supervisor direction
- Manage the cash flow analysis, investments, and banking services for the District.
Manage District grants and submit monthly reimbursement claims. - Budget planning, implementation, and reporting
- Supervising all accounting operations
- Management of investments to maximize investment revenue and provide adequate cash flow
- Seeing that each of the foregoing is effected in compliance with laws, regulations and policies, as well as sound business and financial practices
- Risk management issues including review of accident and incident reports, liaison with the Risk Management Pool, communication with staff and staff development
- Liaison with WSIPC
- Ensures accounting safeguards and addresses all audit issues and findings.
- Plan, report, and monitor levy and bond expenditures
- Work with County Treasurer to monitor district funds
- Oversee application and collection of Impact Aid funds
- Establish and maintain positive public relations and community involvement to promote an understanding of and support for the school district financial management and budget and the district in general
- Responsible to estimate the cohort survival for enrollment estimate for budgeting
- Prepares, issues/updates employee salaries, benefits , and contracts.
- Maintains payroll/personnel records and ensures accurate preparation of mandated reports: end of year, W-2's, retirement, withholding and taxation records and reports.
- Transmitting electronic payroll files to financial institutions and government agencies.
- Administer sick, vacation, and personal leave buy-out programs.
- Oversees retirement plans (DRS) for employees and performs benefit deduction calculations and maintains benefit records. - Oversee job postings and related application processes
- Serve as the liaison with the Office of the Superintendent of Public Instruction in matters of professional certification.
- Maintain accurate seniority list for both Classified and Certified staff.
- Provide payroll-related interpretation and analysis of collective bargaining process impacts.
- Preparation and reconciliation of W-2’s, 941’s, and other tax-related reports; ensure accurate reporting of deductions, garnishments, and fund transmittal's.
- Attend meetings and consult with regulatory agencies to ensure compliance; support audit activities by providing documentation and clarifying procedures.
- Evaluates academic transcripts and experience for the purpose of assessing salary placement for all certificated staff in accordance with state guidelines and negotiated agreement provisions.
- Sends notices to classified employees about continued employment for the next school year; send notices of intent to certificated staff for budgeting purposes for the next school year.
- Investigates grievances and/or complaints from employees including sexual harassment, pay or assignment disputes.
- Prepare and submits district, state and federal reports. ( S275 data submissions for apportionment and teacher qualifications for compliance purposes, Affirmative Action Plan implementation, Civil Rights Data collection, EEOC reporting, etc.)
- Manage Unemployment Compensation, Worker Compensation issues, Labor and Industry claims, and the WA Cares Fund (LTC).
- Responsible for compliance with district human resources policies, procedures, and practices; collective bargaining agreements; and federal, state, and local laws and regulations governing education and personnel management.
- Provides expertise in the areas of staffing, equal opportunity employment, staff diversity, employee benefit programs, compensation, personnel data management, employee discipline, collective bargaining agreements, staff contracts, clock hour management, and staff evaluation systems.
- Occasionally perform work beyond a standard 40-hour work week when work-load requires.
- Prepare and distribution monthly board packets, and attend all board meetings.
Performs other related tasks as assigned by the Superintendent.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Travel Requirements
Travels to school district buildings and professional meetings as required.
Required Knowledge, Skills, Abilities:
- Bachelor’s Degree in Accounting or equivalent. Certified Public Accountant and or MBA preferred
- Qmlativ fiscal module experience preferred.
- Experience with the Washington State School District Accounting Manual and Washington School Information Processing Cooperative (WSIPC) computer-based accounting program
- Knowledge of Generally Accepted Accounting Principles (GAAP).
- Knowledge of governmental and/or school district accounting.
- Knowledge of regulatory requirements (L&I, IRS, Department of Retirment, etc.) related to school district business operations.
- Knowledge of state and federal employment laws, including PFMLA, FMLA, ADA, and labor agreements
- Experience with payroll – laws and regulations, calculation of pay.
- Experience with Human Resources - laws and regulations
- High level of knowledge of computer software, such as Excel and Word, Google Doc/Sheets, PowerPoint as well as experience in working with Skyward Qmlativ or similar accounting software
- Demonstrated ability to work independently and effectively in order to meet deadlines.
- Ability to work under multiple time-pressure deadlines simultaneously
- Supervise payroll office staff, including recruitment, onboarding, training, coaching, performance evaluation, and disciplinary actions. Foster a positive team environment and contributes to staffing decisions.
- Successful and positive interpersonal skills including a demonstrated ability to communicate and work well with others;
- A helpful and polite manner when interacting with others;
- The ability to make reasoned decisions;
- Ability to work/communicate with staff and public
- Appropriate discretion concerning students, staff, and confidential or privileged information. Must be able to maintain confidentiality
- Critical thinking abilities to develop, evaluate, and implement procedures that improve work flow.
Working Conditions:
- Works in an office, frequently seated in a chair and using a computer.
- Walks within the district office in routine job functions, and periodically walks or drives to other offices in the district.
- Uses a computer for multiple functions.
- Bends, twists, and lifts up to 20 pounds when accessing records and office supplies.
- Occasionally exposed to high decibel alarm systems during drills or an actual emergency.
- Uses a telephone to communicate.
Disclaimer: This job description indicates the general nature and essential duties and responsibilities of work to be performed by someone in this position. It does not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
Education
Bachelor's Degree with college level accounting or equivalent experience Certified Public Accountant and/or MBA preferred
Experience
Successful Supervisory experience and/or multiple year accounting work School business office employment with WSIPC background preferred
Application Procedure:
Apply online at https://www.applitrack.com/coupeville/onlineapp/default.aspx?all=1
Candidates of Diversity Are Strongly Encouraged to Apply:
Coupeville School District welcomes, values and promotes diversity, equity, and inclusion in its workforce. Candidates from diverse backgrounds are strongly encouraged to apply. This is in alignment with our CSD Equity Commitment Statement, "Whether about race, religion, language, immigration status, culture, sexual orientation, gender identity, class, or ability, or a combination of these, we know that students deserve to be honored and respected for who they are. Coupeville Schools is committed to providing a safe, equitable, and inclusive working and learning community for all."
Coupeville School District is an Equal Opportunity Employer
Coupeville School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The board designates the superintendent to serve as the district's coordinator regarding: Title IX; Section 504/ADA; Civil Rights Compliance and to handle questions and investigate any complaints communicated to the district of alleged discrimination. Superintendent, 501 S Main, Coupeville, WA, 98239, phone: 360.678.2404.
Salary : $137,735 - $171,404