Anticipated
ASSISTANT BUSINESS OFFICIAL
POSITION OVERVIEW
The Assistant Business Official serves as a key member of the district's administrative leadership team, combining technical expertise in school finance with exceptional interpersonal skills to create a collaborative, supportive, and welcoming environment. This position requires a dedicated professional who leads by example, builds strong relationships across all levels of the organization, and fosters a culture of respect, teamwork, continuous improvement, and service.
PROFESSIONAL EXPECTATIONS
The ideal candidate will be a true professional who:
- Builds and Maintains Relationships: Establishes trust and rapport with staff, administrators, board members, and community stakeholders through consistent communication, integrity, and follow-through.
- Leads with Purpose: Brings business office staff together as a cohesive team, creating an environment where collaboration, mutual respect, and shared goals drive success.
- Motivates and Inspires: Recognizes staff contributions, provides meaningful feedback, and empowers team members to develop their skills and take ownership of their work.
- Creates a Positive Culture: Fosters a productive and welcoming workplace where all staff members feel valued, supported, and encouraged to contribute their best work.
- Collaborates District-Wide: Works proactively with all departments to provide financial guidance, support operations, and educate stakeholders on budget processes, compliance requirements, and financial best practices.
- Serves as a Resource: Acts as an accessible, knowledgeable resource for directors, administrators, and staff throughout the district, approaching all inquiries with patience and a solution-oriented mindset.
KEY RESPONSIBILITIES
Staff Leadership & Development
- Lead, manage, and mentor all business office staff across accounting, payroll, accounts payable, accounts receivable, purchasing, and budgeting functions.
- Participate in hiring and training new team members, ensuring they are welcomed, properly onboarded, and set up for success.
- Conduct regular team meetings to promote open communication, address challenges, and celebrate achievements.
- Provide ongoing professional development opportunities and support career growth within the department.
- Model professionalism, accountability, and collaborative problem-solving in all interactions.
Budget Management & Financial Planning
- Prepare and propose budget transfers to the Board of Education (BOE).
- Project fund balances, salary costs, and employee benefits for budget planning.
- Establish voter-approved budgets and set up new budgets for upcoming fiscal years.
- Close and open fiscal years in the financial system.
- Track and explain differences between budgeted vs. actual expenditures and revenue.
- Calculate property tax caps, estimated and actual tax rates, and contingent budgets.
- Provide clear, accessible budget education and guidance to administrators and department heads.
Financial Reporting & Analysis
- Generate final expenditure reports for capital projects and grants.
- Produce financial reports for directors, administrators, and stakeholders in formats that are clear and actionable.
- Regularly review financial statements, including trial balances, revenue status, and appropriation reports.
- Run and investigate system audits and negative balance reports.
- Maintain encumbrance systems and reconcile payroll postings and tax accounts.
- Oversee recording and accuracy of fixed assets.
- Translate complex financial data into understandable information for non-financial staff.
Capital Projects Oversight
- Collaborate with Operations & Maintenance (O&M) and construction managers on capital project status and budget transfers.
- Track change orders and certificates of completion for capital projects.
- Serve as a liaison between business operations and facilities teams to ensure seamless communication and project success.
Compliance & Documentation
- Supervise filing of required administrative salary cap forms.
- Assist with 1099 preparation and budget presentations.
- Approve hourly time for business office staff using the timekeeping system.
- Ensure all financial operations meet state and federal compliance requirements.
Stakeholder Engagement & District Collaboration
- Attend Business Advisory Committee (BAC) meetings, contributing insights and building community relationships.
- Attend negotiation sessions and assess the financial impact of proposals.
- Provide training and support to departments on purchasing procedures, budget monitoring, and financial systems.
- Respond to inquiries from all departments with professionalism, courtesy, and a commitment to finding solutions.
- Build partnerships across the district to improve processes and enhance service delivery.
QUALIFICATIONS
Required:
- New York State Certification: School District Business Leader (SDBL) or School District Administrator (SDA).
- Strong technical knowledge of school finance, accounting principles, and New York State Education Department requirements.
- Proven leadership experience with demonstrated ability to supervise, motivate, and develop staff.
- Exceptional interpersonal and communication skills.
- Commitment to fostering an inclusive, collaborative, and positive work environment.
Preferred:
- Experience working in a New York State school district business office.
- Track record of building effective working relationships across diverse teams.
- Experience providing training and professional development to staff.
- Strong presentation skills and ability to explain financial concepts to varied audiences.
CORE COMPETENCIES
- Relationship Building: Creates authentic connections built on trust, respect, and open communication.
- Team Leadership: Inspires and unites staff toward common goals while supporting individual growth.
- Collaboration: Works effectively across departments and seeks input from diverse perspectives.
- Service Orientation: Approaches all interactions with a helpful, can-do attitude.
- Emotional Intelligence: Demonstrates self-awareness, empathy, and skilled interpersonal navigation.
- Adaptability: Remains flexible and positive in the face of changing priorities and challenges.
- Integrity: Conducts all business with honesty, transparency, and ethical practice.
- Technical Excellence: Maintains high standards for accuracy, compliance, and financial stewardship.
The Assistant Business Official plays a vital role in ensuring the district's financial health while simultaneously building a culture of excellence, collaboration, and mutual support that extends throughout the entire organization.
Salary: Compensation based on individual agreement with the Board of Education
Effective Immediately.
An equal opportunity employer committed to diversity in the workforce.