Job Description

Assistant Director of Facilities

Position Purpose

Under the general supervision of the Director of Facilities, to assist in managing the Business Services functions of the district, including budget and finance, purchasing, facilities, transportation, food services, and safety and risk management.

Essential Functions

• Assists in overseeing the fiscal operations of the school district using standard accounting and bookkeeping principles and procedures in accordance with Board polices, rules and regulations, and applicable laws.
• Assists in maintaining accurate, up-to-date records of accounts receivable, accounts payable, payroll and the financial position of the school district in order to ensure that the school district is able to maintain its operations and remain within fiscal year budgets.
• Assists in financial planning and preparing annual budget requests for school district operations to maintain and improve educational opportunities and all necessary support and operations.
• Prepares monthly operating statements, quarterly reports, and other information or documents as requested or required.
• Organizes and maintains a system for accurate and complete data collection, record-keeping and reporting for all financial records as required by law, as well in other responsibility areas.
• Assists in school district purchasing and banking activities, including invoices, purchase orders and contracts as requested.
• Assists in developing and administering procedures for inventory and the purchase of supplies and equipment.
• Assists in the RFP process as directed.
• Assists in establishing guidelines and procedures related to school districting.
• Assists in maintaining information regarding the demographics of students in the school district, including the current and projected student enrollment in each school district, staffing needs, and building needs.
• Coordinates and supervises the preparation of staff accounting and class size reports.
• Assists in the review of district goals and objectives, as well as the evaluation/assessment of school programs for the purpose of preparing program evaluation reports and recommendations.
• Assists in managing all safety and risk management policies, procedures and practices for the purpose of ensure a safe environment for employees and students in their use of school facilities and transportation, and to comply with legal requirements (e.g., OSHA and Workers' Compensation).
• Oversees the school district's transportation programs as directed, including bus routes, schedules and contracts to ensure that the school district has an adequate and cost-effective student transportation system.
• Manages the food service and related operations as requested.
• Assists in overseeing collective bargaining negotiations with labor organizations representing school district employees.
• Represents the school district as necessary in off-site meetings, associations, etc.
• Attends Board and other school district meetings as requested.
• Manages and supervises all employees in responsibility areas, including the recruitment, selection, training, professional development and evaluation of staff; makes recommendations regarding goals, provides constructive feedback and takes corrective action if necessary.
• Continues to acquire professional knowledge and learn of current developments related to the position by attending seminars, workshops or professional meetings, or by conducting research (e.g., price trends, market conditions, supply sources, trends in collective bargaining).

Additional Duties

Performs other related tasks as assigned by the Director of Facilities or the Superintendent.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Use standard office equipment such as; personal computers, printer, copier and fax machines, calculator and telephone.

Travel Requirements

Travels to school district buildings and professional meetings as required.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

Note: Also see the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Functions for this position.

Knowledge, Skills, and Abilities

• Knowledge of best practices in finance, accounting budget development and bookkeeping principles
• Ability to add, subtract, multiply and divide, and perform complex arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint)
• Ability to analyze situations to define and draw conclusions
• Knowledge of applicable federal and state laws regarding school district finance, transportation, safety and health, and other areas under responsibility.
• Effective verbal and written communication skills.
• Ability to develop and implement projects.
• Ability to organize multiple tasks and conflicting time constraints.
• Ability to engage in self-evaluation with regard to leadership, performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Qualifications Profile

• Certification/License:
• [State] State Certification as required for position.
• Motor Vehicle Operator's License or ability to provide own transportation.

Education

Bachelor's and Master's Degree from an accredited college or university, preferably in Business Administration.

Experience

• Successful experience managing or directing the facilities operations of an organization, preferably in an educational institution.
• Successful Supervisory experience preferred.

FLSA Status: Exempt