COORDINATOR OF BUSINESS SERVICES PRIMARY FUNCTIONS: Under direction of the Director of Business Services and/or Director of District Operations and dependent on the area of responsibility, perform complex professional coordination, analysis, planning and guidance in the areas of accounting, budgeting, purchasing, compliance oversight and reporting for various departments within business/fiscal services. This position is responsible for business/fiscal components of governmental funds, grants, benefits, Local Control Accountability Plan (LCAP), district payroll, procurement, contracts, cash flow analysis, fund reconciliation, annual audit documentation and requirements, and support for various district programs. Incumbents in this position coordinates, trains, leads, supervises, analyzes, processes and reports complex data as it relates to business/fiscal services; and performs related tasks and duties as required. MAJOR DUTIES AND RESPONSIBILITIES: ? Coordinate and/or personally performs the budgetary planning, accounting and reporting for the LCAP and overall District budget. ? Contribute information to prepare reports for interim reports, departmental needs, charter schools, grants, governmental funds and other business/fiscal purposes. ? Maintain budget information in the form of reports that are accessible to internal and external stakeholders in an easy to read, summarized fashion on the District website. ? Produce financial and budgetary data/reports to maintain accountability for all assigned funds, grants, charter schools, bond and other district programs. Prepare multi-year budget plans and reports, as assigned. ? Review requisitions to determine method of procurement consideration for formal bids on large purchases as it relates to federal and state compliance. Ensures compliance with and implements mandating bidding procedures pertinent to the district. ? Establish, develop, monitor and modifiy business/fiscal processes as federal, state, district, Board of Education policies/regulations, Governmental Accounting Standard Board (GASB) and payroll legislation and award requirements evolve. ? Monitor and reconcile district cash and investment accounts. ? Coordinate the annual audit functions of the district to ensure compliance with all GASB requirements. ? Coordinate with consultants, district departments, governmental agencies, auditors and other stakeholders regarding financial, accounting, analysis, reporting and budgetary data/reports. ? Direct, oversee and procure goods and services to support goals and functions of various departments and sites throughout the district and ensures that Board policy is followed for all contacts. ? Establish, develop, monitor and enforce standards, expectations, policies, work procedures and practices for business/fiscal services personnel. ? Communicate with internal/external customers, vendors and clients via drop-ins, phones, emails, letters and other communications to answer all questions and anticipate potential problems or issues regarding procurement systems. Establishes, maintains and fosters strong, professional relationships with vendors and inside/outside stakeholders. ? Develop efficient and effective solutions to complex business/fiscal services processes, reporting and systems. ? Interpret and implements district and state approved financial reporting requirements, and maintains the District Chart of Accounts. ? Design, develop and create complex reports for business/fiscal services, district departments, programs and staff. ? Supervise and insures that all accounts payable, receivable and employee expense claims and reimbursements are processed and vendors are appropriately paid within required timelines. ? Develop end user support learning media, which may include manuals, videos, checklists and other tools, including the creation of desk manuals documenting business procedures. ? Supervise, trains, directs, guides, coaches, evaluates, supports and disciplines assigned staff. ? Ensure that all journal entries are reconciled and reviewed for each required interim report and updates budgets and actuals based upon timely information. ? Attend training workshops, meetings, public meetings, committee meetings, board meetings and professional development as directed. ? Perform related duties as assigned. QUALIFICATIONS: Knowledge of: ? Public education funding, budgeting, accounting and payroll. ? GASB and generally accepted auditing/accounting standards/principles. ? Analysis and audit processes and procedures. ? Legal and procedural guidelines for accounting, financial, purchasing and payroll transactions. ? Effective management and project management skills. ? Organization and management principles. ? Strong analytical and problem-solving skills. ? Recordkeeping and interpretation of contract provisions and agreements. ? Data collection and comparative analysis techniques. ? Microsoft Suite (Word, Excel, Project, Outlook and PowerPoint) and other productivity tools. ? State Education Code and other federal, state and local laws, rules and regulations. ? District Board policies, rules and regulations. ? Modern business practices and district authorized software to complete tasks, duties and responsibilities. ? Effective oral and written communication skills. ? Techniques of supervision, training, coaching, conflict resolution and motivation of employees. Ability to: ? Use enterprise data system software for financial recordkeeping. ? Use advanced spreadsheet skills to link complex spreadsheets, create formulas, create graphs, etc. ? Create, analyze and audit and complex financial data sets. ? Write clear, logical reports, documentation, and procedures. ? Communicate effectively orally and in writing ? Reconcile accounts accurately and in a timely manner to inform decision making of district administration and the Board of Education. ? Conduct and participate in meetings, conferences, professional development and other training. ? Manage multiple projects simultaneously. ? Confer with school and administrative staff to determine supply and material needs and specifications and keep informed of new products, market conditions and cost trends. ? Organize your own work and that of others, which includes setting priorities and meeting critical deadlines. ? Prepare bid documents and specifications on supplies, materials and equipment. ? Compile data to prepare complex reports and present them in various forums. ? Analyze and interpret materials and problems involving protocols, procedures, documentation and other related reference materials. ? Train, direct, guide, coach, support and discipline assigned staff. ? Understand and carry out verbal and written directions. ? Read, write and speak English with sufficient comprehension to perform duties accurately and competently. ? Supervise and direct the work of others. ? Train, work effectively and work cooperatively with individuals from diverse backgrounds. ? Communicate positively and effectively, orally and in writing, with district staff, students and various community partners. EDUCATION QUALIFICATIONS AND EXPERIENCE: Education: ? Bachelor’s Degree from an accredited college or university in finance, accounting or a closely related field is highly desired. ? Prior experience may be considered in lieu of required degree at District discretion with collaboration from the representative union. Experience: ? Four (4) years of successful experience in business/fiscal/payroll/purchasing services and operations within a large entity (preferably a public agency). ? Two (2) years demonstrated experience in supervisory or managerial experience in business/fiscal/payroll/purchasing services and/or accounting. ? Demonstrated supervisory project management skills and abilities. ? Demonstrated high level of successful customer service with the public. ? Verifiable related experience may be substituted year for year to substitute for the education requirement, which is in addition to the required experience listed above. Licenses or Certificates Needed: ? Possession of a valid California Driver’s License. Candidates must provide and maintain an official motor vehicle driving record, and proof of compliance with district safe driving standards. ? Possession of School Business Management (CBO) Certification is highly desired. ? Current Certified Public Accountant (CPA) License is desired. PHYSICAL EFFORT / WORK ENVIRONMENT: Environment: ? Primarily indoor office, with some outdoor exposure. ? Office setting with phones, computer work, customer contact, drop-ins and other communications. ? Frequently driving and visiting various district sites. Physical Abilities: Employees in this position must have/be able to: ? Observe safe lifting and carrying practices. ? Walk, climb, stand, stoop, lift and carry sufficient to perform tasks. ? Hear and understand speech at normal levels and on the telephone with/without assistive devices. ? See, hear and speak with/without assistive devices sufficient to communicate effectively with others. ? Bend at the waist. ? Reach overhead, above the shoulders and horizontally; grasp. ? Sit for extended periods of time with intermittent walking. ? Dexterity of hands and fingers to use keyboard and office equipment. ? Drive and travel to various work and school sites, when necessary. ? Occasionally lift and carry up to thirty (30) pounds for short distances. SALARY: Schedule: SSA Salary Range: 4B range 14 Approved by the Human Resources Division Approved by the Board of Education: May 6, 2020
