Assistant Business Official

AnticipatedASSISTANT BUSINESS OFFICIALPOSITION 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 EducationEffective Immediately.An equal opportunity employer committed to diversity in the workforce.

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