Assistant Business Administrator

Position Type: Administration Date Posted: 8/21/2024 Location: District Offices Date Available: Immediate Opening Closing Date: When position filled THIS IS A FULL TIME YEAR ROUND POSITION PAY WILL BE COMMENSURATE WITH EXPERIENCE AND QUALIFICATIONS MINIMUM REQUIREMENTS This position requires a bachelor's degree in accounting or related degree. Requires the ability to use office equipment, and maintain confidentiality. This position requires the ability to use Microsoft Word, Excel, e-mail, internet, and design routes with the transportation mapping program, along with the ability to learn new programs as needed. Previous office experience is required. SPECIAL SKILLS Must possess good interpersonal skills using tact and diplomacy. This position will require handling multiple tasks simultaneously and a thorough knowledge of the Upper Adams School District area. This position will require the ability to work without direct supervision. A degree of creativity and latitude is required. SUMMARY OF PURPOSE This position is primarily responsible for routing buses and maintaining records for the transportation of students that reside in the Upper Adams School District. Additional responsibilities will include child accounting and providing assistance with Business Office functions within the Upper Adams School District. ESSENTIAL FUNCTIONS Transportation 1. Prepare and maintain records of all bus schedules, routes, stops and procedures in accordance with state law and established board policies. 2. Distribute transportation information internally and externally, as needed Coordinate transportation for students that are attending a LEA outside of the Upper Adams School District border, as needed 3. Maintain records of the number of regularly scheduled students being transported for each bus by both reimbursable and non-reimbursable pupils, and by kindergarten, elementary, secondary, parochial, LIU students, and charter school students. 4. Coordinate transportation and maintain records for field trips and athletic events granted approval by the building principal (or designee) and the Superintendent. 5. Record and track monthly mileage for vans and buses. 6. Provide radio coverage for the school year. Prepare transportation letters for all students with bus information for the start of school. Collect, update and redistribute all bus schedules and rosters monthly. Be available to stay late/be available due to inclement weather. Keep in contact with non-public/charter schools with transportation and days of school. Provide information as needed for kindergarten registration and attend Kindergarten registration. 12. Prepare and maintain records of contact with bus contractors. 13. Maintain a record of Board policies, rules, and regulations for bus drivers and school bus passengers. 14. Maintain record of evacuation drills. 15. Maintain record of yearly mileage and maintenance for UASD vehicles. 16. Maintain personnel files for all drivers, making sure that all pertinent information is included. 17. Schedule in-service to inform drivers of changes in rules and regulations established by the Department of Education, legislature, and/or the school board. 18. Arrange for vehicle inspection and repair. 19. Coordinate preparation for police inspection. 20. Organize drug and alcohol testing, and assess drivers for impairments that may affect their driving. 21. Prepare/calculate UASD driver information, as needed. 22. Ability to pull and view bus camera footage as requested. 23. Creating and tracking transportation invoicing. Reporting 1. Make recommendations concerning the transportation system to the Director of Business Operations 2. Prepare and submit state reports; i.e. form 1043 and 1049 or its subsequent equivalent by published deadlines 3. Provide the Director of Business Operations with mileage, etc., needed for preparing contracts and other reports. 4. Supply drivers with necessary forms, i.e. bus drill reports, mileage sheets, physical papers, bus conduct reports, etc. 5. Supply the building administrative assistants with needed forms for reporting new and withdrawal of students. Child Accounting Sending census information to the County Courthouse. Maintain assigned aspects of the student information database. Set-up PowerSchool for the new year. Input Act 80 days to the state. Maintaining yearly bell schedules for State requirements Handle questions regarding reporting student changes with the help of the PIMS Coordinator. Keep track of all student's attendance paperwork at other schools. Complete and verify 1305 before sending to the Business Office, then distribute as needed. Update instructions for Administrative Assistants for reporting of the yearly reports. Verify information from PowerSchool to send to PIMS for upload to the state. Verify reports from the state regarding all information reported by other educational entities. Review reports and billing from cyber charter schools monthly. Verify at the end of the year. Investigate reports of students not living in our district. Business Office Functions Maintains current expertise in acceptable accounting procedures relevant to these duties including those established by PDE and District policies affecting District personnel and finances. Assists in developing financial projections. Maintain professional knowledge of legislative changes affecting payroll and business office functions Provides support to accounts payable, payroll, and/or food service. Assists in the RFP and bid process. Perform other duties as assigned by the Director of Business Operations and/or Superintendent. Serve as Assistant School Board Secretary, as needed Other 1. Other duties as assigned. 2. Attend training as assigned by the district. MARGINAL FUNCTIONS Marginal Functions will vary with the specific assignment and depend on the particular position function for which the person is responsible. SCOPE AND IMPACT The individual holding this position resolves the majority of the transportation questions, concerns, problems or issues. This position accomplishes most of the tasks through standard procedure, exercising independent judgment. Internal contacts include the office staff, administrators, students, teachers, bus aides, bus drivers, and other school district employees. External contacts include coaches, bus drivers, bus contractors, parents and the community. PHYSICAL/MENTAL/ENVIRONMENTAL Physical Demands: Constantly sitting with occasional standing or walking. Normally does not work at heights above ten feet. Normally does not lift any object weighing more than fifty pounds Sensory Abilities: Visual acuity Auditory acuity Work Environment: Typical administrative office and school environment. Outdoor and driving environment. Temperament: Must possess excellent interpersonal skills. Must be able to work in an environment with frequent interruptions. Able to make judgements and work under high levels of stress. Cognitive Ability: To follow oral and written directions. To complete assigned tasks with or without supervision. To use correct grammar, sentence structure and spelling. To compose clear, concise sentences and paragraphs. To organize an office setting to efficiently accomplish tasks. To multitask. To exercise good judgment in prioritizing tasks without supervision. To communicate effectively at all organizational levels. To evaluate, interpret, and analyze; handle crisis situations; written and verbal. Specific Skills: Ability to operate office equipment. Ability to use computer technology Ability to appropriately handle confidential information in accordance with District policies. SUPERVISION RECEIVED AND EXERCISED: This position is directly responsible to the Director of Business Operations. Under the direction of theDirector of Business Operations, this position may be required to provide guidance to bus drivers regarding an emergency, or unexpected circumstances that may arise. The above description covers the most significant essential and marginal functions but does not exclude other occasional responsibilities and accountabilities the inclusion of which would be in conformity with the major purpose of this job. The employee must be able to perform the essential functions of the position satisfactorily, and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position. The Upper Adams School District is an Equal Opportunity Employer, Educational Service organization. Board approved: 8/20/2024

Created: 2024-11-05