Assistant to the Business Administrator

Assistant to the Business Administrator JobID: 646 Position Type: Secretarial/ClericalDate Posted: 9/11/2026Location: District OfficesDate Available: 10/09/2026 Closing Date: Until Filled Additional Information: Show/HideTITLE: ASSISTANT TO THE BUSINESS ADMINISTRATOR/ASSISTANT TO THE BOARD SECRETARY QUALIFICATIONS:Understanding of the principles and practices of financial accounting and reporting procedures consistent with statute, code and GAAP requirements.Knowledge of accepted business practices, laws and regulations governing school districts related to budget preparation and administration, risk management, purchasing, transportation, food services, school plant operations and facility planning, or is willing and able to study and attend training to gain this knowledge.Experience with computer application in Accounting.Demonstration of strong computer and PC spreadsheet capabilities.Requisite experience as determined by the Board.Required criminal history background check and proof of U.S. citizenship or legal resident alien status.Demonstrates organizational, communication and interpersonal skills. REPORTS TO: Business Administrator/Board SecretaryJOB GOAL: To assist the Business Administrator in managing the business affairs of the district efficiently and effectively to ensure that educational support services help to achieve the educational goals of the district with the available financial resources.PERFORMANCE RESPONSIBILITIES: Budget and Finance Assists the Business Administrator/Board Secretary in the preparation of the annual school budget and helps with the administration of all phases of the budget throughout the year.Assists in keeping accurate and detailed accounts of all financial transactions as prescribed by statute, administrative code and Board policy.Assists the BA in auditing claims, invoices and demands against the Board.Assists the BA in collecting tuition fees and other monies due to the Board not payable directly to the treasurer of school monies.Assists in procurement of supplies and equipment for the district in accordance with law and Board policies.Assists in administering the district's insurance/risk management program. Assists in the oversight of the preparation of the district payroll and ensures proper maintenance of records related to auditing requirements, tax laws, and employee benefits. Also assists with implementing hospitalization, major medical and other types of Board-approved employee benefit plans.Assists the BA in keeping records of the investment of Board funds in accordance with statute and Board policy.Assists in the preparation of financial reports and studies inclusive of entry budget transfers and preparing bill lists and check runs for all funds.Facilities and Operations Assists the BA in overseeing the operation and maintenance of school facilities and custodial, grounds and maintenance services. Helps to maintain required reports.Assists the superintendent and the BA in the implementation of the district's multi-year (3-5 years) comprehensive maintenance plan.Assists in the efficient contractual operation of the district's food services program; ensures that procedures are in accordance with law and regulations.Reconciles monthly food service bank statements, pays monthly food service monthly bills and prepares monthly financial reports for review.Assists in the operation of the student transportation program.Assists in scheduling the use of school buildings and grounds by authorized groups in accordance with Board policies.Record Keeping/Reporting Assists In developing and updating policies for all aspects of the school business operation.Assists the BA/ board secretary in maintaining the records and papers of the Board, and makes public records available for public inspection.Performs usual office routines, plus assembles confidential material according to instructions, prepares summaries of confidential documents, and maintains confidential files.Personally handles, screens, and responds to calls and correspondence involving confidential or sensitive topics.Maintains a log of general correspondence and drafts responses to Inquiries.Types correspondence, notices and reports, and verifies the accuracy of work done.Attends meetings and training sessions, representing the school district and accurately recording items that must be handled by the district. Ensures that the Business Administrator has any necessary back-up materials needed.Assists in preparing and updating the annual list (on or before February 1) of the school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements.Prior to the annual submission to the executive county superintendent, assists in checking that the completed disclosure forms to assure that both required forms have been filed; that all questions have been answered or indicated as not being applicable; and that each copy is signed by an original signature.Assists the Business Administrator in compiling data and preparing reports required by law, administrative code, and board policy.Receives all grievances appealed to the Board and assists in preparations for hearings and drafting responses as directed by the Business Administrator/Board Secretary.Receives and maintains all correspondence regarding ongoing collective negotiations and prepares reports regarding same as directed by the Business Administrator.Maintains the confidentiality of records as required and appropriate; ensures that confidential material is properly marked, secured, and accessible for use by administrators.Assists in maintaining and reconciling the District's School Activities accounts. Board Responsibilities When assigned, attends district school Board meetings and speaks on assigned topics including but not limited to personnel matters and ongoing negotiations.Assists in preparing the official meeting minutes, including executive session minutes, and aids in handling correspondence of the Board.Assists in preparing the list of the names of all persons on the February 1 list of school officials and all newly elected or appointed persons who have failed to file as required under the law.Miscellaneous 1. Performs such other duties and confidential assignments as may be assigned by the business administrator/ board secretary. TERMS OF EMPLOYMENT: Twelve months. Salary Range $68,000 - $73,000 ANNUAL EVALUATION: Performance of this job will be evaluated annually in accordance with NJ State